For organisations that manage large volumes of physical records — legal files, medical records, contracts, or regulated business documents — efficient archiving isn't just about space: it's about traceability, controlled access, audit readiness, and reliable retention. Hänel's office and intralogistics storage solutions (Rotomat® office carousels, Lean-Lift® VLMs) combined with Hänel's controllers and HänelSoft®-N software address these demands by converting traditional filing into a governed, auditable, and ergonomic workflow.
Why physical-file compliance still matters (and where it fails)
Regulatory or organizational policies often require physical retention (original signatures, sealed records, etc.).
Typical filing rooms struggle with lost files, unclear chain-of-custody, unauthorized access, and inefficient retrieval times — all of which increase compliance risk and audit exposure.
Hänel frames the problem the same way: organizations need rationalization, efficiency and traceability in office organization. The Rotomat® office carousel is positioned specifically as a filing solution for office and administration to meet these needs.
Core ways Hänel improves compliance & archiving workflows
1. Compact, controlled storage that reduces risk and footprint
Hänel office carousels and vertical systems use vertical space to dramatically reduce floor area used for archives — up to 85% space savings compared with conventional shelving. That compactness makes controlled, centralised storage feasible (reducing ad-hoc satellite filing that breaks audit trails).
Benefits for compliance:
- Easier physical access control (one central retrieval point instead of many rooms)
- Lower risk of misfiling across distributed shelves
- Simpler environmental control and monitoring for retained records
2. "Goods-to-man" retrieval for fast, auditable access
Hänel systems bring the required files or containers to the access point in seconds, eliminating wandering and reducing time the file spends "out of the controlled area." This also reduces unlogged manual movement — a common source of missing records.
How that helps audits:
- Short retrieval times with controlled access mean fewer untracked file movements
- Faster fulfilment of audit requests and internal record-checks
3. Integrated controllers & software for traceability and logs
Hänel's microprocessor controllers (MP series) and the HänelSoft®-N software provide built-in warehouse/record management functionality. These systems:
- Manage storage locations, articles/records, stocks, and pick/put jobs
- Allow operations to be performed and confirmed directly at the controller
- Produce central logs and live inventory status
Compliance advantages:
- Automatic booking of retrievals and returns (electronic audit trail)
- Authentication at the controller (RFID / user login) for access control and accountability
4. ERP and IT integration — one source of truth
Hänel provides flexible ERP interfaces — including a SOAP web-service interface and MP-HostWeb enhancements — enabling middleware-free links to ERP systems (for example SAP). This lets organisations synchronise retention policies, cost centres, and inventory metadata between records software and physical storage systems. Real-time integration reduces reconciliation errors and ensures the archive system reflects authoritative business data.
5. Add-on features that strengthen accuracy and security
Pick-o-Light® Vario and visual aids: help operators locate and confirm the right container or file, lowering human error.
Authentication (RFID / user login) and centralized logging: supports chain-of-custody requirements.
Energy & sustainability features (EcoMode / EcoDrive): reduce operating costs of archive systems while meeting environmental policies.
Real-world examples (what Hänel highlights)
Conditorei Coppenrath & Wiese — centralised spare-parts & traceability
At Coppenrath & Wiese, Hänel implemented 12 Lean-Lifts managed by HänelSoft®-N that communicate seamlessly with their ERP. Orders are sent from ERP to HänelSoft®-N, retrievals are confirmed at the controller, and inventory updates are synchronized back to ERP — producing a continuous, auditable record of movements and inventory. The project shows how integration and controller logging eliminate manual reconciliation and deliver reliable traceability.
Tetra Pak — cluster Lean-Lift® installation for global spare-parts supply
Tetra Pak uses multiple lean-lift systems in a cluster to provide a high-capacity spare-parts depot, supporting parallel picking and fast shipping. The cluster approach demonstrates how automated vertical storage can support high availability while centralizing control and logging — the same benefits that apply to office archives scaled for enterprise needs.
Practical steps to apply Hänel for compliant archives
Centralize records into Hänel office carousels or Lean-Lifts to reduce footprint and consolidate access control.
Enable HänelSoft®-N and controller logging so every retrieval and return is recorded at the point of access.
Integrate with your ERP or records management system via Hänel's SOAP/HostWeb interfaces to align retention rules and metadata.
Use visual aids and authentication (Pick-o-Light, RFID, user login) to reduce human error and enforce chain-of-custody.
Document policies and train operators on the controller/UI workflow so system logs and manual procedures match during audits.
Conclusion — compliance meets productivity
Hänel's combination of compact vertical storage (Rotomat® office carousels and Lean-Lifts®), intelligent controllers, and HänelSoft®-N software is designed to convert manual filing into a controlled, auditable archive. For organisations that must balance retention rules, security, and fast access, Hänel's approach delivers measurable gains in traceability, ergonomics, and integration with corporate IT systems — all of which reduce audit risk while improving operational efficiency. If you're evaluating archive improvements, look for solutions that offer physical control, machine-level logging, and ERP integration — the same pillars Hänel emphasizes.