National Archive Fund of Latvia consists of documents of informative value that are prepared by legal entities during the period of their operations. Managers of any legal entity are responsible for the quality of the respective documents.

Requirements for storing and archiving in the Republic of Latvia are determined by the following normative acts:

• Law "About archives"
• The list of the terms of storing standard documents of state institutions
• Directive about storage, registration and usage of archive documents of legal entities
• Law on Accounting (Article 10)
• Regulation No. 154 of the Cabinet of Ministers "Rules of document development and formatting"
• Law on protection of personal data of physical entities
• Law on electronic documents

For the documents to be archived and stored, it is necessary to define the level of their importance, type and terms of keeping.

Documents are divided in the following categories:

• Documents to be kept permanently
• Documents for a long-term storage, including personnel files (75 years) and documents to be kept for the term longer than 10 years
• Documents for a temporary storage (up to 10 years (including))

Documents to be kept permanently and long term are systemized according to the type of business operation of legal entity and filed in a chronological order or according to the nominal principle (according to the document types).

Documents are accepted for processing as they are kept in the company. Furthermore, electronic registration of all documents to be archived is made. Regardless the initial form of keeping of documents (boxes, files, parcels), archive specialists of UNISTOCK by looking trough each document are examining each particular document in order to identify the type of the document and the term for keeping it. All legislative and normative acts referring to document filing, keeping, registration, storing and usage and document nomenclature are followed. During the examination of the documents the type of the documents and the necessity of further processing are evaluated.

As each thing has its own life time and term of validity, the same situation is with company documents – they also have their type and term of keeping. The level of importance of the document is evaluated by UNISTOCK specialists during the examination process of the documents. The help in preparing file nomenclature will be provided. The client does not have to worry what to do in case the employee who is responsible for record keeping of the company documents decides to leave. The new employee will take over correctly filed documents.

Experienced specialists will file documents of the company of the client. UNISTOCK will ensure appropriate archiving of client’s documents pursuing the respective legislation and prepared according to nomenclature of the files in company.

Company documents are sorted according to the document types and terms of storing. Documents sorted for a temporary storage (up to 10 years) are bounded in parcels. Documents for a temporary storage that do not have the expiry term yet are kept till the time when they can be destroyed. Before destroying, documents are included in the act about document selection for extermination. The act is handed in to the Expert Commission of the State Archive for approval. At client’s will the documents can be destroyed by shredding.

Files (including personnel files) of the company documents and documents for a long-term storage are sorted according to the document types and the terms of storing of documents, and then they are filed. Prepared files are put in boxes on which the list identifying file titles is put on. Boxes are numbered and put for a storing in the archive. The company can get the documents at any time without additional fee; just it needs to inform the archive in advance about its wish.

Filed documents make easier their review allowing finding the necessary document within a short time. Documents filed according to the requirements of archiving allow using premises efficiently and release from keeping of not needed documents, it means documents that have lost their historical and practical value and the term of which has expired (according to the “List of the terms of storing standard documents of state institutions” and File nomenclature). Before destroying such documents the list of documents for permanent and long-term storage (including personnel documentation) should be filed and described, act about the selection of documents for extermination should be prepared and confirmed in the State archive.

All documents given to the archive for temporary storage and processing are completely safe. UNISTOCK ensures protection of data of legal entities by following the confidentiality and information protection principles. Premises for processing documents and keeping them are equipped according to the necessary requirements of archives – appropriate lightning, ventilation, temperature control and humidity level, rows of archive shelves, fire safety and alarm systems. At the end of the working day, the storage rooms are sealed and all archive premises are given over to the security company.

Document storage in the premises of UNISTOCK archive is economically more profitable in comparison to keeping them in more expensive office rooms. To deliver documents to the archive after accepting them from the company UNISTOCK offers minibus services. To store documents appropriately UNISTOCK provides adequate premises which are adjusted in compliance with all the requirements set related to archive premises.

In cases when the term of document storing is expired and documents for storing permanently and long-term are processed, an act about document selection for their extermination is prepared. Taking into consideration client’s wishes the documents can be destroyed by shredding them and the act of document destroying is made.

JSC UNISTOCK implemented and uses ERDMS – Electronic Record & Document Managment System in its work. The System is based on OpenText corporation (OpenText Corp.) software- eDOCS Suite.

OpenText is a world wide corporation that specializes on Enterprise Content Managment. These solutions are used all over the world and for different purposes: engineering, energy, finance, state administration, medicine, telecommunications and defense. As for archiving one of the main clients is U.S. National Archives and Records Administration (NARA). More information about main system users is provided on OpenText official web site

Different fields of system usage show its safety and consistency, and also ability to accomplish business targets. UNISTOCK astablished contact  with OpenText representatives in Europe. There is a full access to new product versions, licences and technical support.

UNISTOCK has highly trained stuff with different experience in system implementation and usage. All the personnel is specially trained for work with ERDMS. For these purposes company created modern IT infrastructure, that is built using top IT standards - CISCO, Intel,  Microsoft, OpenText and other.

Using ERDMS clients have ability to

• Store information about documents(cards) in structured database;
• Store documents in digital format;
• Fast and easy retrieve needed information;
• Access documents through the Internet (secure SSL protocol);
• Scan and attach documents to system, receive scanned documents to e-mail;
• Store information without document storage rent.