Tél. + 352 / 26 30 59 29Fax + 352 / 26 30 59 19e-mail: data.protection @streff.lu Internet: www.streff.luConsultant Johan Huurman

I nformative offer for secure archiving, document destruction and moving.

Background

STREFF is a company specialized in 'Data Protection' and 'Moving'. Operates secure warehouses in Windhof – Luxembourg and Aubange – Belgium, its employees are fully dedicated to archiving, scanning, the destruction of documents and moving services.

First thoughts

1) Off-site storage provides you with flexibility for space and adapts the cost to you real storage needs over time.

2) The cost of archive rooms inside an office building in town is more expensive and less flexible than professional off-site archive storage. 3 You need to consider that off-site archiving provides, safety; against fire, humidity or floods; protection from unwanted eyes.

4) Optimizing work force; having your valuable staff member organise and label the archive could prove to be far from cost efficient. The same goes for documents shredding/destruction with a standard office shredding machine.

SECURE ARCHIVING

Why Go Offsite?

YOUR COMPANY is made up of not only people but also a massive amount of information: confidential information on staff, customers or private individuals, all contained in documents. What is more, those documents may also include vital information going to the essence of your company, the people associated with your company, the know-how and the way your business is done. Such information needs to be archived and protected in the most appropriate way.

Archiving Storage

STREFF offers two solutions for storing archives: on pallets or inside 20-foot containers.

• Euro-pallets 1m³: Archives are put into boxes and then onto pallets which are stored on moving racks that are up to 6 stories high; all pallets are covered with a white non-transparent plastic sheet which protects them from dust and humidity and ensures confidentiality.

The boxes in which the archives are stored can be either client’s own boxes or STREFF archiving boxes which are specially designed in order to guarantee space optimization and secure storage.

For your reference, a pallet has the capacity of storing up to +/- 168 standard A4 binders.

12 Streff Boxes n°4Fits +/- 132 Standard A4 bindersIdeal for: binders, hanging folders or general storage

24 Streff Boxes n°9Fits +/- 168 Standard A4 bindersIdeal for: binders

16 Streff Boxes n°6Fits +/- 112 Standard 8,5cm file boxesIdeal for: file boxes

*Other box sizes and arrangements are possible.

• 20-foot containers - 33m³: Archives are stored inside containers which have no customer identifiable marks and are individually locked with a padlock; the containers are stored up to five levels high, one container on top of another. Each container is reserved for the exclusive use of one client at a time. There are 3 different types of container storage solutions:

1. Containers with no shelves: archives are placed into boxes and then into the container; the boxes and the related contents are arranged with a bar coding location system to ensure easy retrieval and to maximize space. A container of this type can accommodate not only archives but also many other items, such as furniture, electronic equipment, etc. (capacity: +/- 4,200 A4 binders)

2. Container with shelves : there are 4 rows of shelves

on each side of the container with the archives arranged like in a library; the archives are marked with location barcodes for easy and fast retrieval. All kinds of archive formats can be stored in such a container. (capacity: +/- 1,800 A4 binders)

3. 1/3 or ¼ sections of a container: each section of the

container reserved for the exclusive use of one client.

Encoding and Indexing of the archives

Archiving at STREFF is done with a barcode stickers system, which means that barcodes are used to index, locate and retrieve the archives. Indexing can be done by binder, box or even per document page.

On top of that, STREFF offers four possible ways of encoding and indexing:

1. Encoding and indexing by STREFF: archives are delivered to the STREFF warehouse and the encoding and indexing is done by STREFF specialized archivist according to the instructions given by the client.

2. Encoding and indexing by the client: barcode stickers are delivered to the client’s premises and the encoding and indexing is done by the client; the archives are then brought to STREFF warehouse for storage.

3. Archiving without indexing or encoding: the archives are stored collectively; with this method it is difficult to locate and retrieve any particular document at a time; nevertheless, positioning of the archive (container or pallet) can be done any time to enable the client to do his/her search.

4. In-house archiving: the archives stay on the premises of the client and STREFF specialized archivist does the encoding and archiving on the client’s premises.

Retrieval of archives and visits

STREFF warehouse is open between 8am and 5pm during working days. All retrieval, visit or delivery requests are handled within those hours. For the delivery of an archive to the client, a request must be done written either: via fax, email or post mail by an authorized person of your company.

As regards the speed of delivery, there are 2 delivery options:

• Express-urgent: delivered within 3 hours from the receipt of the delivery request;• Normal: delivered within 24 hours from the receipt of the delivery request;

Specialized STREFF archiving boxes

STREFF offers several types of specialized archiving boxes specially designed to optimize storing space and protect the archives. These boxes can hold binders, files boxes, single papers, European and American hanging folders, etc.

SECURE DESTRUCTION

In accordance with Luxembourg and international law, any personal and sensitive data should be adequately destroyed once it is no longer of use. As well you save costs as you will be optimizing your office space. For those very reasons, companies should seek a specialized firm to help them get rid of information in the most proper way.

Document destruction

STREFF offers several different types of bins as well as the special designed STREFF box n13 for secure paper document destruction.

Here are some characteristics of the destruction process at STREFF:

• Bins are sealed with a unique bar coded security seal.• The client can be present during the entire shredding process.• Paper documents are neither sorted nor handled in any way; the contents of the bins, entire

boxes and entire binders containing the documents are shoved into the shredding machine directly.

• STREFF has the capacity to shred up to 7 tons per hour making it the biggest in capacity of all Luxembourg; more specifically, sixty A4 binders (of 2kg each = 120kg) would normally take about 1 minute to be shredded.

• The shredding process follows the previous DIN 32757-3 security standard.• An officially recognized destruction certificate is issued for each completed destruction

process.

Special shredding Streff box n°13 Selection of bins from 80L to 1100L

Media destruction and recycling

Hard drives from; PCs, fax machines, servers, photocopying machines, printers as well as other digital data carriers like DVDs, CDs, magnetic data storage devices (audio, video, data tapes, floppy disks etc) can also be destroyed at STREFF; the process follows the same security standards and a destruction certificate is also issued.

Additionally, office equipment, furniture and other materials can be recycled at STREFF.

Transport of bins

The collection and exchange of bins can be arranged as planned regular service or it can be done randomly upon customers request.

WHY STREFF?

STREFF holds a number of certificates and is audited according to several ISO standards, which demonstrates the company’s dedication to providing highest quality services:

• ISO 9001 on quality management systems• ISO 14001 that sets out the criteria for an environmental management system • OHSAS 18001 – a standard for occupational health and safety management systems • ISO 27001 – (in preparation) an information security management system standard• STREFF is a PSF (“professional du sector financier”); it is under the surveillance of the

CSSF and has to follow strict yearly audits (www.cssf.lu)• Member of the NAID (National Association of Information Destruction)• Forms part of Ecoparc Windhof, which is an organization for sustainable management• Holds the “Superdreckskëscht” certificate • Streff services over 60% of the banks in Luxembourg and many EU institutions.

General procedures:• All employees of the Streff - Data Protection Services in Windhof sign a non-disclosure

agreement to ensure confidentiality and are fully bounded to PSF regulations. • We operate a strict access control to prevent unidentified people to enter Streff premises. • All staff members have an exclusive electronic identity card that identifies them and allows

them to enter Streff buildings where the destruction and archiving take place.• Loading and unloading at Streff premises is done behind close doors.• No vehicle is left unattended without being locked properly.• All vehicles have a GPS tracking device, providing the exact location, departure and arrival

times.

MOVING SERVICE

Due to the type and scope of office and company relocations, they invariably go hand in hand with a considerable logistical effort and expense.

For any type of move careful planing should be taking into consideration, logistics and timing are crucial for a successful move.

As a specialized moving company Streff as all equipments necessary to move all type of furniture, safes, archives etc