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Rhenus Archive Services - Efficient Industry Solutions for the Public Sector

Rhenus Archive Services offers tailored solutions for the public sector. Our hybrid file management service, the "Active File", enables cost-efficient digitization of your records through our scan-on-demand process.

This results in a gradual increase, only as required, in the digital file inventory to minimize administrative effort and required digitization budgets. Our solutions offer a direct interface to DMS systems and enable document management via our own Business Networking Platform.

Our services are not only cost-effective but also imply only minimal one-time costs. They help relieve packed archives and make storage space usable again. Additionally, our solutions reduce your staff's workload and eliminate the need to search through archives, leading to an increase in efficiency.

 

Qualified Cost Estimate Before the Tender – The Central Component

The precise determination of the value of the service to be tendered plays a crucial role for public contracting authorities.
Through a qualified cost estimate, not only are financial resources reviewed, but a strategic assessment is made, regarding the optimal procurement method:

  • Ensuring Sufficient Financial Resources
    The cost estimate serves as a careful check to ensure that sufficient resources are available to successfully carry out the planned procurement.
  • Choosing the Appropriate Procurement Method
    As part of the qualified cost estimate, it is determined which procurement method is appropriate – whether a national tender below the threshold or a European tender above the threshold. This strategic decision is based on the specific requirements and goals of the project.

Based on the provisions of the Procurement Ordinance (VdV), it is mandatory that the cost estimate be carried out on the day the procurement process is initiated. This ensures a timely and precise basis for the entire procurement process, in accordance with legal requirements.

Thus, the professional cost estimate before the procurement process is not only a formal step but also a strategic process that ensures the financial integrity and success of the procurement.

 

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Specialized Industry Solutions

District Court Example: Outsourcing and costs must be approved by the relevant Higher State Court. Compared to other solutions, our services are cost-effective and imply only minimal one-time costs. They help relieve packed archives and make storage space usable for other purposes. Additionally, our solutions reduce the workload of district court staff and eliminate the need for tedious archive searches, leading to increased efficiency.

By outsourcing file archiving, the Jobcenter can conserve its internal resources and focus on its core tasks. The cumbersome internal archiving is handed over to Rhenus, reducing the daily time lost searching for documents and benefiting from the expertise of a professional document and information logistics provider.
Rhenus' "Active File" provides a solution that ensures fast and smooth access to important documents – a key component of successful administrative processes. Avoiding redundant copies of the same file also contributes to increased data security.

Our services lay the foundation for the e-file and the paperless office. A scan on request is always possible, enabling flexible and needs-based use of our services.

 

Benefits for the Public Sector

  • Reduced administrative workload
  • Increased administrative efficiency
  • File requests via courier possible at any time
  • Reduced staff workload
  • Organized archives
  • Foundation for the e-file and paperless office
  • Certified security archives
  • Compliance and legal conformity

 

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Store your files – simply and efficiently.

Contact us now!

+49 800 100 41 68 info.ros@rhenus.com