ArchiDoc will archive the documents of Ruch SA
ArchiDoc has signed a 5-year contract with Ruch SA for the servicing of the current and archival documentation belonging to the largest Polish press distributor. The contract value amounts to PLN 2,000,000.
The first stage of the project for Ruch SA assumed the taking over of the documentation from approximately 70 company’s locations all over the country. Next, ArchiDoc will develop a Central Documentation Archive for the client. The documents taken over will be categorized in accordance with a dedicated catalogue of Ruch files and then, registered in the system and transferred to the Operational Center in Chorzów for storage.
The archive outsourcing project is an integral part of a plan concerning the reorganization and implementation of Ruch development strategy, which among others, streamlines the usage of the occupied office and storage space. Based on a proven logistic model, ArchiDoc has proposed a flexible schedule of documentation collection, which allows introducing changes, depending on the current needs fo the RUCH company.
As one of the few companies in Poland, ArchiDoc has experience in taking over such enormous archive resources, managed in a distributed system (archive structure, storage methodology depending to a large extend on who has managed a given archiving unit). A key issue in the carrying out of such projects is to develop a set of common parameters (the so-called registration key), based on which the entire documentation received will be registered in a computer system.
The fact that the documentation has been collected over a several dozen years and some part of it requires a special manner of storage, is an essential aspect of this contract. Ruch has been present on the Polish market since 1918 and each regional unit has been storing documents since the beginning of its operation. Out of necessity, some archives were created in rooms of various standards. ArchiDoc has gained competences in handling historical documents while implementing, among others, a long-standing project consisting in digitization of the archival collection of the Chancellery of the President of the Republic of Poland. As part of the signed contract, the Central Documentation Archive of Ruch will be located in a modern storehouse equipped with an array of extensive security solutions (among others, temperature and humidity automatic regulation sensors, fire protection system, round-the-clock monitoring of the facilities, or access control to all rooms).
“ArchiDoc was chosen mainly because of the attractive commercial conditions which were offered to our company, a big experience in taking over archives in a distributed system, a flexible approach to the constructing of a document collection schedule, contractual liability, references and certificates awarded to the company, guaranteeing safety of the transferred documents”, said Maciej Karolak from RUCH SA.
The volume of the acquired archival documents belonging to Ruch SA amounts to approximately 30 linear kilometers. The activation of the solution was preceded by pilot implementation which lasted one month and was conducted in Lower Silesian Voivodeship. Currently, the project is being carried on in ArchiDoc’s Operational Center in Chorzów. The process of taking over RUCH archives will last six months. The contract also includes the servicing of current documentation.