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UKRAINIAN ARCHIVAL COMPANY
Many companies currently face significant pressure to reduce costs. Pandemic restrictions have been replaced by martial law and operating under conditions of active combat in our country. Many law and audit firms are located in business centers in city centers, which increases office maintenance costs. Reducing office space and relocating to other locations requires optimization of document processing and storage. Our services will help you protect your interests and those of your clients, remaining competitive through cost reduction. The experience of Ukrainian Archival Company enables us to solve any document management and archiving tasks.
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 your requirements and those of your clients.
Over many years of operation, our law and audit firm clients accumulate substantial documentation from prior years. Audit firms additionally handle their clients’ documents, which is typically a very large volume.
We have extensive experience conducting disposition and destruction procedures for your documents and your clients’ documents. Compilation of personnel files for human resources, binding work and file preparation, preparation of file inventories and Acts for Destruction, coordination with State Archives.
Law and audit firms typically support their clients through liquidation and reorganization procedures. During these procedures, the question always arises of removing the client’s legal entity from the state registrar’s records.
The legal entity liquidation procedure requires obtaining an archival certificate from the State Archive at the registration location. The archival certificate is issued after document organization procedures, primarily organization of personnel files and approval of the Inventory of Personnel Files. In this way, the state verifies that documents requiring 75-year retention are properly organized and transferred for storage to the State Labor Archive, the district council archival unit, or the legal entity’s successor.
Ukrainian Archival Company also stores documents after enterprise liquidation and provides certificates for the Pension Fund.
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. We organize the document removal and destruction process.
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.
Following document processing at institutions, inventories of permanent and long-term retention files, acts for destruction of documents, and records retention schedules must be approved by state archives, confirming that the work was performed correctly.
In case of enterprise liquidation, we perform the full range of document organization work, preparation of required inventories and acts, and coordination with state archives. Upon completion, we obtain the archival certificate for removal of the legal entity from registration.
We accept documents for storage in our archive repository. Storage is in archive boxes on high-density shelving; boxes and folders are barcoded and entered in specialized archive management software. Instant search and retrieval of the required document.
We pack enterprise documents in specialized archive boxes. This saves storage space and brings order and structure to existing documents. We create registers and, when needed, inventories of documents to be stored.
Over years of operation, enterprises accumulate large document collections across various departments. There is sometimes a need to create registers and inventories of these documents. This may arise during audits or legal proceedings. There may also be a need to copy and scan large quantities of documents.
We scan large document volumes. We have the necessary equipment to scan documents of any format and volume, create an electronic register, and index them by the required search attributes. We develop and implement electronic archives.
When accepting personnel documents from liquidated enterprises for storage, UAC provides a service to locate relevant documents in the archive repository for a specific employee of the liquidated enterprise and prepare certificates in the approved format for the Pension Fund to verify employment history and salary amount.
