Rhenus FileDoc is the digitization of records for the 21st century: We digitize credit files, agreement files, personnel records and other documents from your archive - both by digitizing existent records and also by scan-on-demand for day-to-day records.

Digital files provide maximum transparency and flexibility. Electronically stored documents avoid redundancies and facilitate backtracking. The storage area as well as the transportation and storage cost will be reduced, and you need less time for searching documents because digitized information can be rapidly transported via networks without any loss. Stored records often contain commercially sensitive information; therefore Rhenus FileDoc makes sure that only persons being authorized by the customer have access to them.

The digitization of your archive provides a good opportunity to check and to clear stored files, as well as to convert the information contained in the files into a unified and standardized structure. By request, we analyze the structure of the records together with you and then work out the right solution with regard to document types, document groups and registers.

FileDoc means full service during the complete process: We carry out the packing and collection of the records, prepare them for digitization and scan them by document or flat bed scanners. We transmit images and index information in a way so that your company can make use of the data with minimal effort. We master various processing methods, for instance, the separation and automatic recognition of documents. While the data are being processed, our order database records every movement of the file so that all documents can be found via “track & trace.” The complete processing is thus audit-proof, which is confirmed by regular audits. The data management is carried out redundantly.

Electronically stored records can optimally be used via a customized digital document archive (DMS). Thus the control over deadlines and terms in the contract management can be improved. You do not have to invest into such a system yourself – you can rent it optionally from Rhenus.

We have implemented our long-standing experience in digitizing records for a number of standard documents in customized solutions. Here we present a selection.

Digital personnel records

Your HR department receives a digital filing system for personnel-related documents which can be inspected by every authorized person according to his role in the company. Each modification will be recorded, thus inconsistent and poorly documented files are ancient history. Here, the digitization makes a contribution to the effective personnel management.

Digital agreement files

The electronic registration of agreement files accelerates the processing and facilitates the updating. In addition, all employees involved in a process have simultaneously access to the respective file and thus the same level of information. Therefore it is easier to comply with legal and internal regulations as well with deadlines.

Digital credit files

The digitization of credit documents is highly demanding. One reason is: the files often include documents of different size - from the standard letter to the large-size architectural drawing - which have to be scanned one by one with flat bed scanners. Here, Rhenus has gained profound experience. We have realized large-scale projects with thousands, ten thousands and hundreds of thousands of files for renowned bank companies – without any problems and under strictest safety measures.