We handle your documents so you can
focus on your business!
UKRAINIAN ARCHIVAL COMPANY
Retail enterprises and retail chains, by the nature of their operations, generate large document volumes. These include substantial quantities of waybills, tax invoices, invoices, acts, and more. In addition, large sales staff and network employees generate substantial HR documentation. These documents accumulate in company offices and branches and require significant human and material resources.
Ukrainian Archival Company provides solutions that significantly reduce costs for document work, storage, and subsequent use or destruction. We also optimize your work with required data in both paper and electronic form.
Cost savings should include reducing paper document volume through disposition and destruction, compiling files from scattered documents and properly preparing those files. The next step is optimizing storage of remaining paper documents. After that, implementing electronic transformation of paper documents to digital form.
Document disposition and destruction procedures are governed by applicable laws and regulations. Performing these procedures requires on-site document work. Our specialists with many years of experience in this work handle these tasks.
Archival processing, disposition of documentation past retention periods, preparation of the corresponding Act, and Act approval with State Archives.
Compilation of personnel files for human resources, binding work and file preparation, preparation of file inventories and coordination with State Archives.
Off-site document storage saves costs on setting up your own archive repository, purchasing shelving and storage boxes, establishing and implementing document tracking systems and software, staffing, and more. Established processes for accepting documents for storage, preparing document and file inventories, and registration in our archive management software for convenient search and access to required documents enable Ukrainian Archival Company to provide services that meet all requirements.
During tax and other regulatory audits, our clients no longer need to assign large numbers of staff to search for required documents, consuming working time across all involved departments. Simply submit a request for the required documents and receive them from our archive repository.
At the request and need of our retail Clients, Ukrainian Archival Company implements digital transformation projects. Creating electronic databases of contracts, personnel files, and other documents is part of our team’s daily work. Documents stored in our archive repository can be provided for use as originals or as scan copies, saving time and costs on transporting originals.
A separate service is creating various databases when our staff manually transfer data from paper media to spreadsheets or databases. This applies to processing paper loyalty program forms, various surveys, or creating electronic document registers. Wherever data entry is needed, we reduce processing costs and time.
Under applicable legislation, all documents relating to hired employees must be stored in the format prescribed by regulatory documents. We will select the required documents, compile them into files, and prepare these files for further storage. We prepare inventories of personnel files. This is not just compliance with applicable legislation, but also reduced costs for storage and document management.
We scan and structure personnel documents, indexing them by the required attributes for employee document search. We have the necessary equipment to scan documents of any format and volume and will create an electronic register.
Disposition of documents past their retention periods is carried out in full compliance with applicable legislation. Document disposition allows accounting to close prior periods and reduce stored document volumes. Retention period – 5 years!
Following document processing at institutions and organizations, inventories of personnel files, acts for destruction of documents not included in the National Archival Fund, and records retention schedules must be approved by state archives, confirming that the work was performed correctly.
We will accept documents for safekeeping in our archive repository. Convenient search and instant retrieval of the required document through our specialized archive management software and barcoding of boxes and documents. Reduced storage and search costs.
We provide archive boxes and pack documents required for storage. Each box is barcoded by our archive management software and placed in the archive repository at the designated location. Storage space savings.
When required, we will prepare a detailed inventory of documents in boxes. Our Client receives this inventory in both electronic and paper form and submits requests for document access based on this inventory.
Large volumes of information in paper form need to be structured and converted into an electronic database. Operators enter data in the required format and create databases for further use.
Retail chains often collect customer personal data for use in their loyalty programs. We collect these paper forms across Ukraine and centrally process them, creating electronic personal data databases.
