Time savings
and increased security
of your data

Document Archiving

Your partner

When it comes to document management, our primary aim to be your partner. This means that you can use your premises and employees more efficiently and store your financial and other documents in one of our secure registries. Archiving will be tailored to your needs – we can use your own archiving system or sort the documents according to your specified criteria.

We can archive 100,000 folders or a single financial document

No job is too big or too small for us. Archiving does not have to end with the storage and sorting of documents – whether it concerns 100,000 folders or a single piece of paper. You will have 24-hour access to your information and be able to view or collect the documents any time. Archiving can also include document digitalization where the key data is extracted and utilized.

15 years experience of archiving documents

Our extensive experience has won us the trust of institutions that work with the most sensitive data – e.g. the Supreme Court of the Czech Republic, Chamber of Tax Advisors, Moravian Provincial Archive in Brno and a number of medical facilities. In addition to sensitive data, we often encounter historical documents from the second half of the 19th century. We have also processed documents that were nearly 300 years old. 

Corporate facilities and human resources can be used much more efficiently than solely for archiving documentation. A practical and reliable solution is the external archiving of paper documents with the option to manage a related agenda.

Transport

  • One-off / regular document collections
  • Collection and signing of handover protocols
  • Offloading of documents in a secure area
  • Document handover directly to the staff at the registry

More

Depending on the customer’s available space and facilities, documents can be collected with a smaller truck (2t; 3.5 t), or with a lorry. Documents up to about 60 m, i.e. 2,000 kg are collected using our own transport. In the case of more demanding projects, we use proven and reliable suppliers for these services. Collection and delivery of documents to the registry can also be handled by the customer's own transport.

Document analysis

  • Sorting and classification of received documents according to the shredding register
  • Making copies of the lists for archiving
  • Prospective archiving of documents in archiving boxes, with labelling
  • Storing documents on the shelves

More

Our standard service includes using the customer’s system of recording. Alternatively, this is completed with a shredding mark, period, year of shredding and everything is also recorded in an electronic form/list, which serves as the basis for subsequent communication with the customer. Documents archived in the above manner are filed on archiving (mobile, stationary, pallet) shelves in folders and archive boxes provided by the customer or by ourselves. This ensures the complete record-keeping of these documents, which facilitates subsequent searches for loans, including the final shredding of documents with an expired retention period. The process in fully implemented by the staff of ROYAL SEAL, s.r.o., whose experience extends to eight years and who are bound by non-disclosure agreements. Nobody, except the staff and executives of ROYAL SEAL, s.r.o. have access to the locked depots.

Archiving in the registry

  • The buildings comply with the structural, technical and security conditions in accordance with the Act on Archives and Record Management
  • All tasks required for the proper storage and care of documents during archiving
  • Management of mandatory agenda associated with archiving documents

More

The commercial registries in Nová Ves near Oslavany and in Ústí nad Orlicí, fall under the supervision of the Moravian Provincial Archives in Brno. The buildings comply with all structural and technical and security conditions under the new Act No. 499/2004 Coll., on Archives and Record Management. Therefore the buildings comply with all fire safety requirements and are connected to the Fire Brigade and Central Security Desk; they are also fenced off, secured with mechanical and electronic security devices and located in flood free areas. The areas designated for archiving documents have controlled humidity and air temperature. The registries and the company are insured against loss, damage or destruction of any document for a minimum of 5 million CZK.

On-line access to documents

  • Access via web application 
  • Search and delivery of originals or copies according to the requirements of the client
  • Optional regular reporting of required data

More

The actual list of files archived in the registries is accessible via the web application. Therefore, all requirements and communication for this activity demonstrably take place via the web interface. There is also the option of regular reporting of required data. A demonstration with fictitious documents is available upon request. Searching is subject to a charge and is based on the required time and hourly rate. A price per request can also be agreed.

Delivery of requested information:

  • Electronically within 4 working hours from placing the order (8 hours is standard)
  • Physically as requested by the customer (mail, courier, personal delivery, etc.); physical delivery from 8 to 24 hours from placing the order
  • Physical searches in the registry office: FREE

Annual shredding

  • Ecological and irreversible destruction of documents
  • Provision of shredding permission from the locally competent government archive
  • Processing of shredding protocol and confirmation of completed shredding

More

After expiration of the retention period, each January we prepare a proposed shredding list, which is mailed to the customer for approval. Only after it is approved, do we proceed with processing the permission for shredding with the respective regional archive followed by actual liquidation under the applicable legislation = irreversible destruction of documents at level 2 = confidential. If need be, we adjust/extend the retention period as required. After shredding, we hand over the permission for shredding and the confirmation of destruction.

Benefits of cooperation

  • Guaranteed qualified performance, protection against unprofessional and unauthorized handling of sensitive documents
  • Potential savings in terms of operating and investment costs (salaries, training, energies, buildings, IT equipment, etc.)
  • Guarantee of trusted storage
  • Prevention of risks to documents
  • Liability insurance in the minimum amount of 5 million CZK
  • Compliance with current legislation, guaranteed quality of service and performance before the public civil service authorities
  • Handling of documents in accordance with established ISO 27001 and ISO 9001 standards

Oblast naší působnosti

Jihomoravský kraj

Blansko, Boskovice, Brno, Břeclav, Bučovice, Hodonín, Hustopeče, Ivančice, Kuřim, Kyjov, Mikulov, Moravský Krumlov, Pohořelice, Rosice, Šlapanice, Slavkov u Brna, Tišnov, Veselí nad Moravou, Vyškov, Židlochovice, Znojmo, Adamov, Bzenec, Hrušovany nad Jevišovkou, Ivanovice na Hané, Klobouky u Brna, Letovice, Miroslav, Rousínov, Strážnice, Velká nad Veličkou, Velké Opatovice, Vranov nad Dyjí, Ždánice.

Kraj Vysočina

Bystřice nad Pernštejnem, Havlíčkův Brod, Humpolec, Chotěboř, Jihlava, Moravské Budějovice, Náměšť nad Oslavou, Nové Město na Moravě, Pacov, Pelhřimov, Světlá nad Sázavou, Telč, Třebíč, Velké Meziříčí, Žďár nad Sázavou, Golčův Jeníkov, Hrotovice, Jaroměřice nad Rokytnou, Jemnice, Kamenice nad Lipou, Ledeč nad Sázavou, Počátky, Polná, Přibyslav, Třešť, Velká Bíteš. 

Olomoucký kraj

Hranice, Jeseník, Konice, Lipník nad Bečvou, Litovel, Mohelnice, Olomouc, Prostějov, Přerov, Šternberk, Šumperk, Uničov, Zábřeh, Hanušovice, Hlubočky, Javorník, Kojetín, Moravský Beroun, Němčice nad Hanou, Zlaté Hory.

Pardubický kraj

Česká Třebová, Hlinsko, Holice, Chrudim, Králíky, Lanškroun, Litomyšl, Moravská Třebová, Pardubice, Polička, Přelouč, Svitavy, Ústí nad Orlicí, Vysoké Mýto, Žamberk, Heřmanův Městec, Choceň, Chrast, Chvaletice, Jablonné nad Orlicí, Jevíčko, Lázně Bohdaneč, Letohrad, Nasavrky, Skuteč, Třemošnice. 

Královehradecký kraj

Broumov, Dobruška, Dvůr Králové nad Labem, Hořice, Hradec Králové, Jaroměř, Jičín, Kostelec nad Orlicí, Náchod, Nová Paka, Nové Město nad Metují, Nový Bydžov, Rychnov nad Kněžnou, Trutnov,  Vrchlabí, Červený Kostelec , Česká Skalice, Hostinné, Hronov, Chlumec nad Cidlinou, Kopidlno, Lázně Bělohrad, Nechanice, Opočno, Police nad Metují, Rokytnice v Orlických horách, Smiřice, Sobotka, Svoboda nad Úpou, Teplice nad Metují, Třebechovice pod Orebem, Týniště nad Orlicí, Úpice, Vamberk, Žacléř.