Novitas
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Thanks to Jalema, Novitas now has an orderly and easy-to-use archive
Annemarie Beijers is one of the Netherlands’ female notaries. Her office is located in Horst, where she looks after her clients’ interests with the aid of around 15 employees. Her ambition? Growth. Her filing system? Jalema.
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| Annemarie tells us: “I established my firm in Horst (North Limburg) in 2000, under the name Novitas. The Novitas Group has two offices, the second of which is in Helden. Ever since I established my firm I have used the Jalema filing system. This was an obvious choice, as I previously used the system at the firm where I was employed as a junior notary. I feel it is important that there is a sound basis right from the start. This is why I made a conscious decision to choose a system that can grow with me and that I will be able to use for many years to come. When I established my own firm I received comprehensive advice from a Jalema consultant. This kind of advice session deals with, for instance, your growth plans, the available square footage, the number of files and your personal working methods. The session is a good basis for a well thought out and easy to implement filing setup that fits in well with our firm and our ambitions.” |
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Space-saving
Exactly how is the archive structured? Annemarie explains: “In our firm we use several thousands of files. We have a separate file for each client, with its own code number, for which we use the Jalema code tabs. By using numbers combined with specific colours the archive space is extremely easy to use. You can quickly see which file you need, and even if a file has been archived incorrectly you are soon able to see that this is the case. The decision to use numbers instead of names is a result of the high need for privacy in our sector. Incidentally, if a client has a number of companies we will create separate files for these with serial numbers. We also use Jalema racks with Jalema profiles and blue Arnato files, the collective files and fastener files. The racks allow us to save considerable space in the archive. In the event that space becomes tight, we also have the option to turn the racks into mobile racks, which will allow us to create more space. The archive space has to be fireproof as files are kept here for many years. In the office we use normal cupboards fitted with Jalema suspension file profiles.” |
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Colour!
Notary firms tend to be places where grey and brown are the predominant colour for files. Not so at Novitas. Annemarie tells us enthusiastically: “I really like the coloured Jalema files, as I love colour. This is why I chose blue Arnato files. Combined with the coloured code tabs this results in a colourful system. The code tabs create order in the archive, which makes it easier to find and return files.”
Digital
Annemarie prefers order and clarity, also when it comes to storing her digital information. She tells us: “It simply has to be done right, and I am a proponent of a single file in which all information, both digital and analogue, is stored. This is why we print all digital information and store it in a fixed place in the file. This way information is never missing and we don’t have trouble accessing it.”
Public Records Act
When it comes to storing and keeping records notaries must comply with the Dutch Public Records Act. Minutes, transcripts, registers and repertories that are older than 30 years must be transferred to the General Archive. The capital of each district has a General Archive.
The notary is authorised to transfer records that are older than 20 years to the General Archive. Records that are older than 75 years must be transferred to the designated General State Archives. “This will not apply to me for many years as I only started in 2000 and did not take over an archive from a previous notary. However, it is reassuring to know that Jalema supplies files and attachment mechanisms that comply with the Public Records Act, so that documents can be supplied to the General Archive in the correct manner.” |
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