Document Warehouse offers insight into the Art of Records Management
In Windhoek's bustling business district lies Document Warehouse, a state-of-the-art facility dedicated to safeguarding the vital records of hundreds of companies. From scanning and storing documents to providing secure destruction services, Document Warehouse is more than just a storage space it is a vital partner in the seamless management of both physical and digital archives.
Document Warehouse, a leader in the archiving and records management industry, has been in operation since 2006. Sunny Ekandjo, Sales and Marketing Manager, spoke to My.Na Properties presenter, Aina Kweyo about the company's core business and services, including document storage, scanning, and management through advanced technology.
“We specialise in archiving and record management, offering both physical storage of hardcopy records and electronic document management. Our services also include assisting companies in digitizing their documents,” Ekandjo explained. He noted that the company manages over 500,000 boxes and roughly 1 billion pages of paper, equivalent to 225,000 linear meters of documents.
Document Retrieval and Storage Process
The company uses cutting-edge systems, including barcoding, to track documents and ensure their easy retrieval. Ekandjo highlighted that each document is barcoded, from the box to the individual file inside, making tracking seamless and efficient. “Document tracking is facilitated through a real-time system. When a client requests a document, we use this system to locate the box and file within minutes,” he said.
Ekandjo also shared the company’s strides in integrating technology, such as scanning documents for clients transitioning to digital records. The company also leverages artificial intelligence (AI) to improve operations and efficiency. Regarding environmental efforts, Document Warehouse has gone green by adopting solar power, with their electricity bill dropping to just N$1.76 in the past two months. The company also focuses on sustainability through document recycling and eco-friendly practices.
When it comes to fire safety, Ekandjo assured that the company has put preventive measures in place, such as fire detection and prevention systems, to safeguard its vast collection of paper documents.
In addition to operational aspects, Ekandjo discussed the company’s internal departments: sales, operations, retrieval, scanning, and destruction. He emphasized the collaborative nature of the teams that work to ensure seamless service delivery to clients.
Document Warehouse operates from a nine-level warehouse, and its staff utilizes state-of-the-art carousel machines to move boxes to their designated locations. The company employs a dedicated team to manage and retrieve documents efficiently.
Amy Plaatjie, Administrative and Sales Support at Document Warehouse, also spoke about the day-to-day activities of the company. According to her, the work environment is dynamic, with a mix of client interactions, meetings, and proposals. The company prioritizes staff development, offering weekly training sessions on various topics.
“We aim to foster a positive and human-centric environment, even in archiving. We want our employees and clients to feel engaged and supported,” Plaatjie said.
In a bid to create a family-friendly work environment, Document Warehouse has an after-school facility where children of employees can do their homework while their parents work. Plaatjie believes this initiative helps employees maintain a work-life balance, knowing their children are safe and close by.
Plaatjie also shared that Document Warehouse serves a wide range of clients, from businesses and institutions to private individuals, making it accessible to everyone. Potential clients can reach out through the company’s sales team for an assessment, after which a quotation is provided.
As Document Warehouse continues to grow, it remains committed to providing innovative, secure, and efficient solutions for managing records while embracing sustainability and technology.
“We specialise in archiving and record management, offering both physical storage of hardcopy records and electronic document management. Our services also include assisting companies in digitizing their documents,” Ekandjo explained. He noted that the company manages over 500,000 boxes and roughly 1 billion pages of paper, equivalent to 225,000 linear meters of documents.
Document Retrieval and Storage Process
The company uses cutting-edge systems, including barcoding, to track documents and ensure their easy retrieval. Ekandjo highlighted that each document is barcoded, from the box to the individual file inside, making tracking seamless and efficient. “Document tracking is facilitated through a real-time system. When a client requests a document, we use this system to locate the box and file within minutes,” he said.
Ekandjo also shared the company’s strides in integrating technology, such as scanning documents for clients transitioning to digital records. The company also leverages artificial intelligence (AI) to improve operations and efficiency. Regarding environmental efforts, Document Warehouse has gone green by adopting solar power, with their electricity bill dropping to just N$1.76 in the past two months. The company also focuses on sustainability through document recycling and eco-friendly practices.
When it comes to fire safety, Ekandjo assured that the company has put preventive measures in place, such as fire detection and prevention systems, to safeguard its vast collection of paper documents.
In addition to operational aspects, Ekandjo discussed the company’s internal departments: sales, operations, retrieval, scanning, and destruction. He emphasized the collaborative nature of the teams that work to ensure seamless service delivery to clients.
Document Warehouse operates from a nine-level warehouse, and its staff utilizes state-of-the-art carousel machines to move boxes to their designated locations. The company employs a dedicated team to manage and retrieve documents efficiently.
Amy Plaatjie, Administrative and Sales Support at Document Warehouse, also spoke about the day-to-day activities of the company. According to her, the work environment is dynamic, with a mix of client interactions, meetings, and proposals. The company prioritizes staff development, offering weekly training sessions on various topics.
“We aim to foster a positive and human-centric environment, even in archiving. We want our employees and clients to feel engaged and supported,” Plaatjie said.
In a bid to create a family-friendly work environment, Document Warehouse has an after-school facility where children of employees can do their homework while their parents work. Plaatjie believes this initiative helps employees maintain a work-life balance, knowing their children are safe and close by.
Plaatjie also shared that Document Warehouse serves a wide range of clients, from businesses and institutions to private individuals, making it accessible to everyone. Potential clients can reach out through the company’s sales team for an assessment, after which a quotation is provided.
As Document Warehouse continues to grow, it remains committed to providing innovative, secure, and efficient solutions for managing records while embracing sustainability and technology.
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