Service · Corporate Services
Document & Records Management
Saved doesn't mean findable. Filed doesn't mean compliant.
Organising documents and records so they can be found, kept for the required periods and archived in a compliant way. The result is a documented filing structure, digitised records and a retention plan.
Usual
What you often get
A shared drive with folders every department names differently, and a file called “final-final”. Paper records in the basement whose retention period nobody knows. Or an expensive new system that everyone bypasses by filing via email.
IntoOps
What you get from us
Structure comes before the scanner. Only once filing is settled do we digitise and archive according to the retention periods that apply to you.
If a system is needed, our ERP & business systems specialists set it up, connected to your other software.
Service components
5 components. Each one available on its own.
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Folder structures, naming and access rules.
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Scanning and indexing paper records.
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Retention periods and audit-proof archiving under German bookkeeping rules.
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Running and maintaining the document management system.
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Maintaining registers, records and business master data.
What you'll have at the end. Results you can check.
- A filing plan that defines where each document belongs and who may see it.
- Digitised legacy files, indexed and searchable.
- A retention schedule with periods per document type and a deletion concept.
- Process documentation for scanning and archiving under German bookkeeping rules (GoBD).
- A document management system set up with roles, approval workflows and training.
When you need this. And how you'll know.
- For a tax audit, you search for documents in inboxes, drives and the basement.
- Contracts exist in several versions, and nobody knows which one was signed.
- Paper files take up rooms you want to use differently.
- You're introducing a document management system and don't want to digitise the old chaos.
- New people take days to find their way around the filing.
Rarely alone. Never bundled.
Document & Records Management often works together with these services. We'll tell you honestly when a combination makes sense, and when it doesn't.
Shows up in these initiatives.
You don't need a whole initiative to get Document & Records Management. These examples show where the service is often needed.
Good questions. Straight answers.
Can we destroy paper originals after scanning?
Often yes, but not always. Scanning to replace originals requires process documentation, and some documents must be kept in the original.
We agree with your tax adviser which ones apply to you.
Can we manage without a document management system?
In many cases, yes. The filing you have is often enough once clear rules apply. A system pays off when many people work on the same documents or approvals need to be traceable.
Will you look after the system afterwards?
If you wish, yes. DMS administration is a component in its own right: permissions, structures and maintenance, coordinated with your IT. We can just as well train your team and hand over.
Does contract filing come under this?
Partly. We file contracts by the same rules. Deadlines, renewals and the obligations they contain are tracked by contract administration.
Proof first. Contract second.
In the free Initiative Check, we listen for 45 minutes and ask the questions that usually only come up after the contract is signed. Then you get a short written assessment: what we see, how we would go about it and roughly what it would take.
No obligation. And if we're not the right fit, we'll tell you.
Or write to us at hello@intoops.com.