Over 25 years of field experience
We have completed hundreds of physical archiving projects across different sectors and scales.
Organised, secure and searchable
Physical archiving
We turn document piles into a manageable archive where the location and retention period of every item is known.
Let’s discuss your project
Why is it needed?
Let your archive become an organised, findable system.
Disorganised files waste time and space, while improper storage puts institutional memory at risk.
Physical archiving is more than boxing. We assess how your organisation creates documents, legal retention periods, access permissions and available space together. Every document becomes defined, traceable and quickly accessible when needed.
Why Arşivist?
Where we make the difference in physical archiving.
Organisation-specific file plan
We don’t use a standard template; we build the file plan around your organisation’s regulations.
End-to-end project management
A single team manages the entire process, from discovery to delivery.
Measurable delivery criteria
Every stage is kept under control with reportable outputs.
Project scope
What do we deliver?
An auditable, sustainable scope scaled to your needs.
- 01Document- and file-level inventory
- 02Classification according to the standard file plan
- 03Barcoding and addressing
- 04Retention and disposal schedules
- 05Loan and return tracking
- 06Archive layout plan
Delivery model
A step-by-step process
Every step is documented; scope and quality criteria are agreed at the start of the project.
- 01
Discovery and feasibility
Document volumes, types, current organisation and storage conditions are analysed on site.
- 02
Appraisal and classification
Documents are classified according to the file plan; duplicates and disposable materials are reported.
- 03
Barcoding
Files, folders and boxes are connected to the system with unique codes.
- 04
Placement and handover
Boxing, shelf addressing, checks and user training are completed.
Who is it for?
Scaled to your organisational structure.
- Public institutions
- Municipalities
- Banks and financial institutions
- Universities
- Industrial organisations
- Healthcare institutions
Frequently asked questions
Questions people ask about Physical archiving
What is physical archiving?
Physical archiving is the process of taking inventory of your organisation’s printed documents and files, classifying them according to a standard file plan, barcoding them, and storing them in an organised, traceable way using appropriate shelving and box systems.
How long does the archiving process take?
The timeline depends on document volume, the current state of organisation and storage conditions. After a discovery visit we provide a schedule tailored to you.
Where will our documents be stored?
They can be stored in your own archive depot, organised in the system we set up for you, or, if needed, an outsourced archive storage solution can be considered.
How does the barcoding system work?
A unique barcode is assigned to every file, folder and box; these codes are linked to location, content and access information through the Document Archive Management System.
What happens to documents whose retention period expires?
According to the retention-disposal schedules defined in the standard file plan, documents whose retention period has expired are disposed of in compliance with regulations or transferred to the State Archives, with your organisation’s approval.
The first step is discovery