DataSpace España

Management

Document Management

DataSpace España provide dedicated data and document management solutions and archive management which includes the scanning of documents, physical and electronic storage and bespoke client hosting.

Scanning

Document Scanning and Formatting

DataSpace España bulk scan paper, microfiché and microfilm and also have specialist book scanners. We provide scans in a variety of formats and also provide access to a clients own secure online portal where documents can be digitally stored and viewed online.

Welcome to

DataSpace España specialise in all aspects of document management. Whether your organisation is large or small privately owned or central government run storing paperwork, data, media tapes or electronic images; our services are here to assist your organisation and effectively manage all aspects of your document and archive management workflow.

Wherever you are based be it Barcelona, Madrid, Malaga – pretty much anywhere in Spain, DataSpace España can manage your document archives smoothly and efficiently.

DataSpace España want to save you money, reduce your carbon footprint and streamline your internal operations. DataSpace España have developed a secure online system where you are able to track and trace your physical documentation but then securely link to the scanned image of the documents online.

Benefits of Offsite Document Storage

Save Time

Less time is spent searching for information

The fewer files there are, the quicker it is to find the one you want

Barcoded file locations ensure that valuable staff time is not wasted on searching for lost or misplaced documents

Save Space

The majority of stored records in an office are not used on a frequent basis

Removing a few filing cabinets would allow space for another desk

Improve Management

Improves the conduct of business in an orderly, efficient and accountable manner

Accessible information when you need it urgently

Complete audit trail ensures authenticity of documents

A unique range of barcodes and a client code is assigned to your organisation by DataSpace España
Numerous archive boxes and unique barcodes are brought to your office and you are notified of your client code
The archive boxs in which the documents are to be stored are assembled
A unique barcode is placed on each box. (this barcode is from the set of preassigned barcodes assigned to your organisation). This enables secure identification by our barcode tracking software. This unique barcode carries all relevant information and guarantees total tracking and retrieval accuracy. A complete history for each record is maintained and inventory reports can be produced at any time.
DataSpace España will be notified to come and collect the boxes
The archive boxes are then collected by fully trained personnel and scanned on-site at your offices to confirm collection. (this is where the audit trail begins detailing the life cycle of your documents contained in the boxes).
The archive boxes are securely transported back to DataSpace España and stored on a barcoded shelf location in our secure warehouse
The shelf location of your archive box is scanned along with the box barcode
DataSpace España’s barcode tracking database is updated again to record the exact location of your box in our warehouse