Products and Services
Products and Services
Paper
Our services range from consulting on record file plans, governance and compliance through to physical storage and associated services for physical records (active and archive). This includes provision of storage materials and equipment, storage of records, data tapes and other valuable artefacts as well as confidential shredding and destruction.
Paper
Our services range from consulting on record file plans, governance and compliance through to physical storage and associated services for physical records (active and archive). This includes provision of storage materials and equipment, storage of records, data tapes and other valuable artefacts as well as confidential shredding and destruction.
Customer Journey
Consulting
- File Planning
- Governance
- Compliance
Storage
- Onsite Active Filing
and Storage Solutions - Deep Storage
- Tape Storage
- Shelving
- Filing Stationary
Conversion
- Paper to Digital
- Tape to Digital
- Microfilm to Digital
- Microfiche to Digital
- Secure Destruction
Digital Services
- EDRMS
- Workflow
- Process Automation
- Hosting
- Security
Customer Journey
Consulting
- File Planning
- Governance
- Compliance
Storage
- Onsite Active Filing and Storage Solutions
- Deep Storage
- Tape Storage
- Shelving
- Filing Stationary
Conversion
- Paper to Digital
- Tape to Digital
- Microfilm to Digital
- Microfiche to Digital
- Secure Destruction
Digital Services
- EDRMS
- Workflow
- Process Automation
- Hosting
- Security
Paper Services
Deep Storage
Archiving
Storage Products
Destruction
Physical record management, also known as paper record management, refers to the systematic organization, storage, and retrieval of physical documents and records within an organization or institution. This process involves the careful handling, cataloging, and preservation of paper-based records, such as contracts, invoices, personnel files, and other important documents.
Despite the digital revolution, physical record management remains crucial for many organizations, as it provides a tangible and reliable backup, ensures compliance with legal and regulatory requirements, and serves as a vital resource for historical and archival purposes.
Paper Services
Deep Storage
Archiving
Storage Products
Destruction
Physical record management, also known as paper record management, refers to the systematic organization, storage, and retrieval of physical documents and records within an organization or institution. This process involves the careful handling, cataloging, and preservation of paper-based records, such as contracts, invoices, personnel files, and other important documents.
Despite the digital revolution, physical record management remains crucial for many organizations, as it provides a tangible and reliable backup, ensures compliance with legal and regulatory requirements, and serves as a vital resource for historical and archival purposes.
Legal Compliance Problem
Compliance in most industries demand that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation. Across Africa, our experience has shown this practice has been fully realised, with most companies reliant on in house teams and very little guidelines on how to handle this vital function.
Our Solution
We also offer physical data storage and associated services.
These services will include:
• Filing system planning
• Preparing documents for off-site storage
• Provision of storage materials (Files/boxes/labels)
• Transportation of physical document to and from site
• Secure off site storage of documents
• Scheduled/Planned document destruction
• Conversion of physical records into digital form
These services will be available for documents stored at file level
(Appropriate for active documents that are required on a regular basis),
box level ( for documents that are being archived for longer periods) or for
electronic records stored in physical form (tapes, disks and other physical media).
Also available as part of the physical aspect of the business will be physical
conversion services, including scanning of physical documents into electronic
format, conversion of microfilm or microfiche into electronic images.
Why You Need DataGuard
Compliance
with legal and regulatory requirements
Professional Record management
services are essential for organisations where compliance is a must. For tax purposes all companies are required to keep their financial records for at least 6 years.
Institutional Memory
Professional record keeping makes
access to these records by the
appropriate personnel easy.
Clean Audits
Allows audits to be done remotely
and be spread throughout the year
without requiring finance and other
staff to spend a lot of the time
searching and providing documents
to the auditors.
Improve Effeciency
In the provision of providing supporting documents to suppliers,regulators &customers (Signed bills for effecient collections).
Reduced/Eliminated level of
record-keeping redundancies
With its concomitant reduced costs
for records storage equipment and
supplies; and increased usable office
space through the elimination of
unnecessary file storage with the
resultant saving on rentals.
A professional records
management partner
Provides institutionalaccountability
and timely access to information.
Why You Need DataGuard
Compliance with legal and regulatory requirements
Professional Record management
services are essential for organisations where compliance is a must. For tax purposes all companies are required to keep their financial records for at least 6 years.
Institutional Memory
Professional record keeping makes access to these records by the appropriate personnel easy.
Clean Audits
Allows audits to be done remotely and be spread throughout the year without requiring finance and other staff to spend a lot of the time searching and providing documents to the auditors.
Improve Effeciency
In the provision of providing supporting documents to suppliers, regulators &customers (Signed bills for effecient collections).
Reduced/Eliminated level of record-keeping redundancies
With its concomitant reduced costs for records storage equipment and supplies; and increased usable office space through the elimination of unnecessary file storage with the resultant saving on rentals.
A professional records management partner
Provides institutional accountability and timely access to information.
Offering Digital Document Management Systems
Product Portfolio in Partnership with Metrofile
DataGuard offers the following solutions in partnership with Metrofile.
Content Management
- Proprietary to Metrofile VYSION
- Mature product 16+ years
- Over 400 clients across Africa
- Auto Ingest and Capture, File Plan management.
- Rest API for integration
- Cloud, VPN or On Premise installations
Workflow
- Locally developed and supported
- Approvals
- On-boarding
- Web forms and API
- Intergration
Electronic Filing & Storage
- Simplifies document filing
- Document tracking
- Physical file management
Robotic Process Automation
- Rule based repetitive task
- Streamlines workflows
- Non-invasive
- Boost productivity
Offline Preservation
- 35mm film to a digital information carrier
- Proven longevity of 750 years
- Immutable to change, viruses or ransomware
- The Artic World Archive
Fixed Assets Lifecycle Management
- Manage all asset data
- Physical and financial information
- Barcode and/or RFID
- Book depreciation, reconciliations, and manage mass additions, disposals, transfers, and other modifications on assets
Product Portfolio in Partnership with Metrofile
DataGuard offers the following solutions in partnership with Metrofile.
Content Management
- Proprietary to Metrofile VYSION
- Mature product 16+ years
- Over 400 clients across Africa
- Auto Ingest and Capture, File Plan management.
- Rest API for integration
- Cloud, VPN or On Premise installations
Workflow
- Locally developed and supported
- Approvals
- On-boarding
- Web forms and API
- Intergration
Electronic Filing & Storage
- Simplifies document filing
- Document tracking
- Physical file management
Robotic Process Automation
- Rule based repetitive task
- Streamlines workflows
- Non-invasive
- Boost productivity
Offline Preservation
- 35mm film to a digital information carrier
- Proven longevity of 750 years
- Immutable to change, viruses or ransomware
- The Artic World Archive
Fixed Assets Lifecycle Management
- Manage all asset data
- Physical and financial information
- Barcode and/or RFID
- Book depreciation, reconciliations, and manage mass additions, disposals, transfers, and other modifications on assets
Why Use DataGuard?
Improved level of service for internal staff, partners and customers of the organisation
Faster Document retrieval
Guaranteed document search result with agreed SLA’s
Reduced risk of document loss
From the desk access to data via proposed software platforms
Improved staff effeciency through the availability of automation tools
Streamlined business processes
Easier to enforce compliance with record keeping rules
Enhances business continuity through electronic copies and off site storage
Reduce the need for capital investment in the Document storage space
Assistance with Digital Transformation process
Improved level of service for internal staff, partners and customers of the organisation
Faster Document retrieval
Guaranteed document search result with agreed SLA’s
Reduced risk of document loss
From the desk access to data via proposed software platforms
Improved staff effeciency through the availability of automation tools
Streamlined business processes
Easier to enforce compliance with record keeping rules
Enhances business continuity through electronic copies and off site storage
Reduce the need for capital investment in the Document storage space
Assistance with Digital Transformation process
Our Reach in Africa
Zimbabwe
DRC
Zambia
Namibia
Malawi
