Rising rent forces companies to reduce physical space

2024-07-15 21:59:11

The value of commercial rents is rising in Brazil and according to the FipeZAP Indexwhich analyzes the rental price of commercial and residential properties in the country, in April 2024, the rental price of commercial rooms and sets of up to 200 m2 rose 1.11% compared to the previous month, the largest monthly increase since November 2013. In the same period, the Broad Consumer Price Index (IPCA) of the IBGE rose 0.38% and the General Price Index – Market (IGP-M) from FGV had an increase of 0.31%.

In the 12-month period, from May 2023 to April this year, the accumulated appreciation in the rental price of commercial buildings was 7.69%, which indicates the maintenance of the upward trend in costs, since in the accumulated period of 2023 the appreciation in rental prices was 5.87%, the highest annual result of the indicator since the beginning of the historical series in 2013.

The increase in values ​​is driven by the return to in-person work. According to the 27th edition of the Confidence IndexAccording to a survey by Human Resources consultancy Robert Half, 35% of companies in Brazil require employees to be present in the office every day. And the hybrid model, with days of in-person work pre-defined by the company, is adopted by 43% of organizations.

In addition to freeing up space, which is increasingly expensive and above the main indexes used to adjust property rental values, storing physical documents with a specialized company also increases their security. External document storage solutions are not limited to a space allocation service. “Storage also includes a document indexing system, which allows tracking and managing the inventory of physical records,” explains Inon Neves, senior vice president of Access Brasil.

Security in document storage

Storage companies must follow the rules of the National Archives Council (CONARQ)which is part of the Ministry of Management and Innovation in Public Services. “These rules determine that all documents must be stored in locations with environmental conditions appropriate to their preservation needs, for the period established in the temporality and destination table”, adds Neves.

The location of the archive depository must be easily accessible and have security measures once morest imminent dangers, avoiding, for example: areas at risk of gales and other bad weather, and flooding, such as riverbanks and basements; areas at risk of fires, near gas stations, gas depots and distributors, and irregular constructions; areas near heavy industries with high levels of air pollution, such as oil refineries; areas near strategic facilities, such as industries and depots of ammunition, war material and airports.

“Having information stored in a safe location, regulated by national and international data security standards, provided with all the necessary infrastructure for storage, guarantees the integrity of the information and keeps it free from threats such as fires, electromagnetic fields, theft, robbery, improper access, corrosive gases, smoke, dust, and excessive humidity”, explains Neves.

Records relating to documents are also incorporated into an information system, such as a database, and retrieval systems must be broadly compatible. According to Neves, “a centralized indexing system helps to find a document more quickly and allows for the creation of a timeline table and identification of the life cycle. This makes it easier for those responsible for each area to know exactly which documents are archived.”

Maintaining compliance and control over information security is also important to be in compliance with the General Data Protection Law (LGDP), which created rules on data retention, including keeping information only as long as it is needed.

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