The document discusses the secure storage of paper files and magnetic media at Data Storage Security s.r.l. Facilities. They have rooms equipped with smoke detection systems connected to automatic gas extinguishing to quickly address fires. Access is restricted to authorized personnel only through electronic key access. An application called Archive Manager is used to track and manage items stored in the secure rooms through barcodes and unique identifiers for clients, items, and tracking information.

1. Safekeeping and management of paper files
The rooms adjacent to the DSS vault are equipped with a smoke detection system connected to an
automatic gas extinguishing system which allows a faster action than the water system in a
completely inert manner for the materials contained in the rooms and does not require any manual
intervention.
They undergo 24h/24h controls by a surveillance company which manages in real time, the condition
and correct functioning of the burglar and smoke detection and automatic extinguishing alarm
systems with which they are equipped.
Access to the rooms, protected accessible entrances with electronic keys is allowed only to
authorized personnel.
Magnetic media or paper documents are kept exclusively within the equipped rooms. DSS does not
store valuables or similar objects, in order to protect better both the archive personnel and the
documents kept within the rooms.
The shelves have been planned and designed in such a way that they can accommodate only two
boxes in a vertical position, so as to preserve to the maximum the integrity of the containers and the
content.
ARCHIVE MANAGEMENT TOOLS
The stock and movements entering and exiting from the protected environment of the archive units is
traced and managed by a proprietary application software, developed to meet the present and future
needs.
The “Archive Manager” software (AMS) guarantees a computerized handling of the containers
stored at the DSS facility, whether they be boxes containing documentation, magnetic media or
backup tapes.
To ensure a high security level, all the recorded data are constantly redundant on servers located at
the Data Storage Security S.r.l. head office.
Each archive unit is represented by a record containing several fields, tables and sub tables that
uniquely identify the client, the archive unit, the tracking of the said units, and the maceration
process of obsolete documentation.
The client authenticated via a user-id and password can easily access the situation of his media stored
at the Data Storage Security S.r.l. storage and perform queries to retrieve reports produced in formats
that can be imported easily; as an alternative it is possible to provide customizable outputs according
to personalized consultative criteria.
The indexing and numbering system of the media uses the bar codes encoding to facilitate the
management operations of the magnetic media.
Data Storage Security s.r.l società unipersonale - Cod. Fisc./P.IVA 01548880333 - Cap. Soc. €.100.000 i.v.
Sede Legale: PIACENZA Via Poggiali, 43 - 29121 Piacenza (PC) Tel. (+39) 0523.33.46.40 Fax (+39) 0523.32.88.31
Sedi Operative: FIDENZA Via La Bionda 16 - 43036 Fidenza (PR) Tel. (+39) 0524.52.35.21 Fax (+39) 0524.81.994
FICULLE Loc. San Lazzaro, 2 - 05016 Ficulle (TR)
Sito: www.dssecurity.it Email: gestione@dssecurity.it