Offsite Document Storage - How do we get
started ?
Placing your document records into store with us could not be easier.
So how does it work ?
1. Make a list of all files which are stored in each box (If you
prefer us to do that for you, we offer a packing and cataloguing
service at small an additional charge). Write the box number or
reference name on the box.
2. Let us know how many boxes you have ready, when you wish them
collected, and optionally, specify an end-of-life
date for each box (or for individual files within the
box)........Do you require archive boxes ? If so, simply request
however many of our strong, double thickness A4/DS1 or Lever Arch/DS2
archive boxes
you require from us, and tell us when you would like delivery of
them (delivered either flat-pack or ready-built as you prefer).
3. Our logistics team will arrive to collect your boxes at your
chosen date & time.
5. On arrival at our Records Management facility, each box and/or
file will be assigned a unique bar code and will be barcode scanned
into our computerised records system, and entered into the secure
store.
6. You will be assigned a user account & password to our Secure
Online Document Management System 'Webtrack' , allowing you to securely
view the details of your files held in store with us, and request
them for delivery at the click of a button.
Along with your quarterly or monthly invoice, you
will be provided with an up to date activity log showing details
of all boxes and/or files in store with us, and a report of all
movement charges which have occurred over the previous quarter/month.
To ensure the security of your records, only authorised
personnel are permitted entry into the secure store area, or permitted
access to our computerised records system. Our computer systems
are fully fire-walled, virus protected and backed up daily onto
our extensive tape backup system then stored offsite in a 4 hour
media vault room for further security.
Our storage facilities are fully protected by Redcare
fire and intruder alarm systems, with 24 hour security monitoring
and CCTV cameras.
Contact Jane on 07000 358358
or email us at archive@dataspacescotland.co.uk
to find out more about our services.
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