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Swiss archiving laws and regulations

Electronic Tenancy Contract Dossiers

Landlords or property managers often look after a large number of tenants, for each of whom a tenancy contract dossier is created. It is essential for the management of all these dossiers that the documents can be retrieved in full, quickly and at any time. It should also be possible to access the documents when out of the office. In addition, the way in which the documents are archived must comply with the legal requirements.

Application documents, tenancy agreements, inspection reports, correspondence or tenants' contact details are just some of the documents that are contained in a tenancy contract dossier. The management of such dossiers presents the landlord or property manager with a variety of challenges. Finding the documents is often time-consuming and the physical archiving of all the documents in filing cabinets or rooms is expensive and inconvenient.

The time and cost-saving alternative to this is to use an electronic tenancy contract dossier system (E-Dossier). The electronic management of dossiers enables relevant documents to be retrieved quickly and simply.

A central Document Management or Enterprise Content Management System (DMS/ECM) serves as a repository for the documents on the one hand, but the system also enables electronic processing, from the receipt and handling of the documents through to archiving. The ongoing scanning of documents keeps the electronic dossiers constantly up to date, whilst the electronic documents are simultaneously centrally stored and/or fed into the corresponding workflow.

Legally compliant, secure and user-friendly

The electronic storage of various different document types provides users with an up-to-date and complete overview of the documents at all times. What is more, the system guarantees the legally compliant and secure archiving of the dossiers. The DMS/ECM system only allows authorised users to access the confidential records.

Arcplace uses the very latest technologies for scanning, workflow, document management and archiving for the mapping of tenancy contract dossiers in the DMS/ECM system. Arcplace can therefore offer user-friendly and efficient solutions and cater to the needs of property management firms of all sizes when it comes to managing their tenancy contract dossiers.

 

Digitization of the tenancy contract files

Tenancy contract dossiers often contain sensitive information. Arcplace therefore offers an on-site scanning service. This enables the existing dossiers to be digitized quickly and efficiently directly on the customer’s premises when implementing such a solution. Scanning on the customer’s premises offers the advantage that the confidential documents never leave the company.

What is more, it is possible to access the dossiers at any time during the scanning process. To provide its on-site scanning service, Arcplace deploys a professional team and an ultra-modern scanning infrastructure.

 Our Scanning solutions and services

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