Our offer: We look after your digital and/or analog archive. The archivists use docuteam cosmos for this purpose. You supply the data and use the ready-prepared data from your digital long-term archive, docuteam does the rest. You don’t need your own professional archive staff for this, but you can still ensure that your data is professionally managed and archived.
What does the service include?
- Consulting on records management and information organization
- Consulting for delivery from GEVER/e-File and other productive systems
- Transfer, preparation and storage in the digital repository
- Content indexing
- Preparation for use in the digital reading room
- Operation, maintenance and further development of the required software
- georedundant Backup
How do you obtain your digital long-term archive?
Initial setup of the archive
In an initial project, the applications are installed, parameterized, the corresponding workflows (processes) are set up, tested and brought into production.
One-off costs are incurred for the initial project and the associated services.
Software as a service/data hosting and archive services
After the initial set-up, your applications are ready for use. docuteam archivists carry out all the work required to archive your data and keep it usable on your behalf. They take over your data, prepare it, index it and store it in the digital long-term archive.
You access your archive data yourself via the digital reading room. You obtain the required software and system as a service. You do not need to worry about system administration, operation, maintenance, updates and backups. The service is paid for annually at a flat rate. Costs are charged on a time and material basis for archiving services, which are carried out by arrangement.
Hosting and security
We operate one infrastructure in Switzerland and one in Germany. For data hosting, we use SWITCH for the service in Switzerland and OVHcloud for the service in Germany.
SWITCH was founded in 1987 as a non-profit foundation under private law by the Swiss Confederation and the cantons as the infrastructure operator for Swiss universities. SWITCH’s infrastructure runs in two SWITCH-owned data centers in Zurich and Lausanne under Swiss jurisdiction.
OVHcloud is the largest infrastructure provider in the cloud sector in Europe. The data centers used by docuteam are located in Frankfurt (productive data) and Strasbourg (backup data).
The entire technology stack of SWITCH and OVHcloud is known and documented, which creates trust.
The security of your data is our top priority
- Geo-redundant data storage and backup strategies protect your data from loss.
- The paths for transferring and using data are encrypted.
- Our staff are specially trained in information security and have undergone a personal security check.
- Your data does not leave Switzerland (Swiss offer) or the EU (German offer).
- With regard to data protection, we conclude a contract with our customers for commissioned data processing in accordance with the Federal Act on Data Protection (FADP) (CH) and the General Data Protection Regulation (GDPR) (EU).
FAQ
We are always available to answer your questions and discuss your specific concerns and needs.
A digital archive makes it possible to separate active and finalized documents. Only data that needs to be kept permanently or for several decades is stored in the archive.
There are good reasons for removing and archiving data from a business management system after just two or four years: Reducing the load on the system, early conversion to archivable file formats, selecting files to be archived while staff still know the business, etc. The triage model according to eCH-0164 describes this case. In addition, every customer has a large amount of data that has never been imported into the business management system and is nevertheless worth archiving, for example series of minutes, photos, digitized resident control cards, etc.
Such systems usually have the option of exporting in accordance with a standard such as eCh-0160 (CH), xdomea (DE) or EDIDOC (A).
No, you do not need a separate system for this. For reasons of coherence and clarity, it is even an advantage if the archive directory lists both the analog and digital data.
Yes, this is possible.
It is quite possible that you do not need a digital long-term archive. However, this decision has nothing to do with whether you have a backup or not. Digital long-term archiving and backup are two completely different things.
Possibly yes. However, such archiving processes are often not digital long-term archiving in the pure sense.
The archived data and metadata belong to you. If you no longer require our services, we will deliver your archive packages from the archive storage in a standardized form. We do not want to create any dependency on our system. The exported archive packages are based on international standards so that they can also be imported into other systems.
This affects one of the core functionalities of a digital long-term archive. A so-called preservation action is applied to the affected files. The files are migrated to another format in a controlled and documented manner.
No, we can’t do that and neither can anyone else. But we guarantee that we operate digital archiving based on the internationally established standard (OAIS) and thus come as close as possible to such a guarantee. An essential component of OAIS is the so-called “Preservation Planning”. Data and metadata are periodically checked in the archive repository and migrated to new archive formats as required and in consultation with the customer. Digital archiving is a continuous process and is not completed once it has been moved to archive storage.
The data belongs to you and does not fall into any bankruptcy estate. As an additional safeguard, you have the option of backing up the data on your own infrastructure. As our solutions are based on established standards, the primary and metadata can also be used without docuteam.
For Software as a Service, a corresponding contract regulates the details. With regard to data protection, we conclude a contract with our customers for commissioned data processing in accordance with the Federal Act on Data Protection (FADP) (CH) and the General Data Protection Regulation (GDPR) (EU).
Not at all. You can use docuteam cosmos or parts of it independently as Software as a Service.