AdeA’s box conservation unit
The purpose of this service is to organize and manage the
set of documents generated by a company, documentary fund,
under a predefi ned archiving criteria. Its conservation and
operation unit is a box, which may be standardized as an AdeA
box or other box owned by Client. The information contained
in the box shall be tagged as “General”, we shall
talk about document series depending on a point in the customer’s
organic structure, including pertinent date of documents,
date of expiry, and the Responsibility Center to which the
expense shall be attributed to, the ordering by date, number
or letter (from/to) and some specific fields assigned to each
client and to each kind of document.
UNITARY
MANAGEMENT (PER FILE OR DOCUMENT)
Is the kind of management where the conservation unit
is reduced and starts (as a tree) to relate do-cuments, assigning
speci? c information to each tree point:
For example (human resources files linked to a box where each
file contains information from a general archive box (let’s
call it reference), in such event a unitary management box
electronically holds information of all files therein contained,
and, in turn, each file contains important fields as determined
to client. Thus, a unitary management box contains further
electronic information given that the conservation unit is
the file. Thus, to greater detail, we can make that a document
with particular information to depend on a related file and
in turn this file to a box and a cabinet sector, structuring
the information.
Example: a signature card, entered as unitary document accompanied
by its image, associated to a bank account opening file with
full file information, associated to Bank X’s operation
department box, associated to information sent in March, containing
the total number of accounts ordered by name and last name.
Measurements
of an AdeA Box
Outer
measures
41
x 37 x 27 cm.
Material
3
layers superposed on Kraft paper
Water
absorption degree
45g/m2
of COBB, in two minutes
Supported
weightUp
weightUp to 15 Kg.
Allow
to store
4 official size lever arch files5 semi-full lever
arch files2500 loose pages
Optimum development of this service
involves the following processes:
Referencing/Informatization/Indexing
Is a set of activities developed over a conservation
unit. As a result we obtain information, based on the
document in question in the electronic format, that
is, a consolidated in a database. Prior referencing
work, information is consolidated, in what we call the
document classification chart, the regulating framework
of such activity.
These 3 concepts are applied for General Archive Boxes,
Files, Hard Copies or images, respectively.
Downloading
Consists in arranging the documents received from a
documentary fund within a new conservation unit (AdeA
boxes), appropriate to the document form and size handle,
assigning thereto a systemic identification (bar code
label) and a position in the industrial premise, for
further recovery.
Database
information entered by the various entry means (electronic
or manual) is entered into different charts to be managed
by our system, comprising a relational database, which
may be migrated to different formats to make it available
to customer for consultation.
Our server may be accessed by Web, or other safety link
lines, with capacity to be installed at customer’s
server, or provided by AdeA.
Consultation
Of boxes: client requests AdeA documents and we take
charge of the search and transfer thereof under several
modes (Express, 3 hours, Urgent 6 hours, Standard 24
hours), delivering the documents with pertinent backup
at the domicile requested.
An open container
Once a box is identified, our personnel locates therein
a particular document to be forwarded to Customer in
hard copy, by e-mail or fax.
Local
At our premises, clients have offices available for
consultation of documents.
AdeA’s box conservation unit
