"We keep looking for ways to reduce the workload of both branch and head office employees who deal with client-related documents,” explained Česká spořitelna's Client Documentation Processing Manager Luděk Hadra. “With this in mind, we decided to simplify our processes and relocate all documents to a single facility. P3 Hradec Králové was selected because of its location and accessibility. Our previous document depository was also located in Hradec Králové, which helped in terms of moving of documents and also allowed us to keep the existing team of employees," he added.

"Warehouses, production facilities, offices, showrooms, and even retail outlets – we've been building and leasing all of these for some time now, but this is the first time we've created a document depository,” commented the project Tomáš Míček, P3 Country Head for Czech Republic. “I'm very pleased that we've been able to build this unique facility equipped with special security features and modern technologies within a record-short time of less than five months.”

Rather than developing a brand-new building for the document depository, an existing warehouse underwent extensive custom modifications, to create a unique space that features technical innovations and a high security standards. The facility has been fitted with a proprietary BITO shelving system that consists of three vertical levels connected by an elevator.

"The entire document archivation process is subject to strict and very detailed rules," describes Hadra, adding, "For instance, before each incoming document can be put into storage, the automated system determines its type and informs us whether it needs to be inspected and, if applicable, scanned so that it could be used in other processes. Considering the large quantity of documents we work with, the system provides us with substantial time savings," explained Hadra.

A bespoke specification
In order to maximise energy savings, the depository features a lighting system controlled by motion detectors, which means that the 1,800 or so neon lights do not have to be kept on all the time.

As the depository contains legal and financial agreements and other important documents relating to Česká spořitelna's clients, it is fitted with bespoke security features. The depository currently houses more than 25 million paper documents that, if placed side by side, would line the road from Hradec Králové to Trutnov, 50 kilometres away. The bank expects that the number of documents will double in the forthcoming years. Storing such a large quantity of paper documents has its own special fire-safety considerations, so an 80 m³ water reservoir has been installed in the facility.

The building, where as many as 60 employees will work, also includes 720 m² of well-appointed offices.

P3's partnership with Česká spořitelna
At the end of last year, P3 and Česká spořitelna signed an agreement for the creation of the document depository at P3 Hradec Králové.  Under the terms of the agreement P3 is making 6,100 m² of warehouse and office space available to the bank. Two thirds will be used immediately and the remainder will be taken up over the two to three years, depending on Česká spořitelna's needs.

"The whole project is unique. The largest Czech bank is the first financial institution to take space in our pan-European portfolio, which includes 163 industrial properties in nine countries and land with consents for 1.4 million m² of further development. The project involves the only document depository we've built in the Czech Republic and also the only document facility Česká spořitelna will operate. The completion of this project underscores our flexibility and ability to provide services to clients from diverse sectors, including multinational financial institutions," concluded Míček.

P3 Hradec Králové is located in Dobřenice near Highway D11, which connects Prague and Hradec Králové. The park features a total area of nearly 50,000 m², roughly the size of eight football fields. Tenants include Damco, Vetro-plus and Den Braven. The park is currently fully occupied.