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CUI 47747844Reg. J8/698/2023Brașov, RO
Service 05

A back office that holds together.

Filing systems that survive an audit, records management with a real retention schedule, supplier and invoice paperwork, HR file administration and compliance packs that are ready before they are asked for.

Request a quote What is included
One-off or retainerOn-site by arrangementAudit-ready
Records archive A filing cabinet with a drawer sliding open, tabbed folders lifting out and a magnifier searching an index. 01 / FILE 02 / RETRIEVE 03 / INDEX REGISTER A · B · C
One-off or retainer Confidential handling
Overview

Filing is a system, not a cupboard.

Every growing company reaches the same point: three people file things three different ways, the retention rules exist only in one person’s head, and preparing for an inspection means two days of searching. The fix is not more folders — it is one written convention that everybody follows.

We design that convention, apply it to what you already have, and hand over the documentation so your team can keep it running after we leave.

Talk to us about a job
At a glance
EngagementOne-off clean-up or ongoing retainer
LocationAt our office, or on-site by arrangement
ScopePhysical archives, digital structures, or both
DeliverablesFiling convention, retention schedule, index register
Access controlNamed-person access, logged
ReportingMonthly summary on retainer engagements
What is included

Administrative Support, in detail.

Filing system design & clean-upOne written convention covering both the physical archive and the digital tree, then applied to the existing backlog.
Records management & retentionA retention schedule per document class, so it is clear what is kept, for how long, and what can be destroyed.
Supplier & invoice paperworkIncoming documents matched, logged and filed against the right supplier and period, ready for your accountant.
HR file administrationPersonnel files assembled to a consistent structure with restricted access, and gaps flagged rather than silently left open.
Compliance & audit packsDocuments gathered, indexed and bound into a pack an inspector can follow, with a cover index and cross-references.
Registers & logsRegisters maintained accurately and consistently — entry, date, responsible person — so the history is defensible.
What you keep afterwards

No surprises at hand-back.

Everything below is standard, not an upsell. If your job needs something that is not on the list, say so in the brief and it goes into the quote.

A written filing convention your team can actually follow A retention schedule per document class Physical and digital structures kept in step Audit packs with a cover index A register of what was archived, when and by whom Access limited to named people, logged Handover documentation for your staff One-off clean-up or an ongoing retainer
Process

From brief to hand-back.

01

Assessment

We look at what exists, how your team searches for things today, and where the current system actually breaks down.

02

Design

A written convention and retention schedule are proposed and agreed with you before anything is moved or renamed.

03

Implementation

The backlog is worked through and brought onto the new structure, physical and digital together, batch by batch.

04

Handover or upkeep

You get the documentation and a walk-through — or we stay on a retainer and keep it maintained.

Questions

Administrative Support — the usual questions.

Yes, in and around Brașov, by arrangement. Some archives cannot leave the building, and some clients simply prefer it — both are fine.
With the material you actually reach for. Current and recent records go onto the new structure first so the system is usable within days, then the historical backlog is worked through in batches.
No. We propose a retention schedule based on document class and the applicable rules; you approve it. Nothing is destroyed without your written instruction and a record of what went.
That is the point of writing the convention down. You get the documentation and a walk-through, and if you would rather not carry it internally we can maintain it on a retainer.
Related

Often booked together.

Service 03Document Processing300–600 dpi · OCR RO & EN · PDF/A archives Service 06Business Office SupportFrom 10h / month · Named contact · Remote or on-site Service 04Secretarial Services24–48h transcripts · RO & EN · NDA as standard
Next step

Ready to hand it over?

Send the brief and get scope, price and a delivery date back in writing — no obligation.

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ecsafetyb@inbox.eu +31 6 8251 1963 Brașov, Romania Mon–Fri, 09:00–18:00 (EET)