Wincanton Records Management Handled with care. Protecting your information and your reputation

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1 Handled with care Protecting your information and your reputation

2 Information is one of your organisation s most valuable assets. Let us help you manage it safely and securely with our flexible services that put you in control. Your information is in safe hands For most organisations, managing their growing body of both hard copy and digital information is a constant challenge. At we pride ourselves on helping organisations manage this valuable asset. We do this by looking after your documents safely and securely, minimising the inventory, reducing costs and ensuring you have them to hand when you want them. The service is supported by our customdesigned premises, modern fleet and the resources of Wincanton Plc. But we like to offer more. Our people are dedicated record management professionals. We spend time getting to know you and your business so we can meet your current needs and respond as they evolve. We provide friendly, flexible and pro-active service, time and time again, because we want to build strong and trusted working relationships. It s a different attitude, one that you ll notice whether you re talking to the driver who collects your documents or our Managing Director. Our clients thank us for it, frequently, and that s how we know we re getting it right. And we are constantly developing our services in both hard and soft copy information management, working towards the day when everyone can see their organisation s information anywhere, anytime, quickly and easily. A trusted brand We re backed by the Wincanton Group, a well-established company specialising in logistics and warehousing, with a history that spans almost 90 years. The Wincanton brand has become synonymous with service excellence and strong working relationships. That s why organisations like Tesco, Marks & Spencer, BAE Systems, Shell and Capita Asset Services have chosen to work with us. Given the group s track record and our dedication to providing exceptional customer service, you can be confident that your information is in the safest possible hands.

3 Your guarantee of quality The following standards and accreditations are your guarantee of a high-quality, secure service. ISO9001: We have ISO9001 accreditation. This internationally recognised standard for quality management systems is based on principles including a strong customer focus, motivation from top management, and a process of continual improvement. ISO27001: We have ISO27001 accreditation. This standard focuses on the excellence of information security management systems, particularly those concerned with minimising risk. Background checks: All of Wincanton Records Management s employees have background checks before they join the business. How we work Security, confidentiality and trust form the backbone of our business. That s why organisations including the City of London Police, Lark Insurance and Capita Asset Services rely on us to safely and securely manage sensitive, confidential documents. We are entirely focused on delivering the services that our clients require, and anticipating how their needs will change. Our dedicated customer support and operational teams are available to offer advice at every stage of the records lifecycle, ensuring that you receive all the help and support you need, as and when you need it.

4 We support you throughout the entire records management lifecycle. From the moment that they are created to the day they become redundant, we will deliver the right solutions for your business. Records lifecycle Record creation Document storage Active use Retrieve from storage No longer required Secure record destruction Less frequent usage requirement Electronic document management Data protection What we offer Record creation: If you want to reduce the amount of physical records you produce or cut the costs associated in their creation, we can help you achieve your record management objectives. Secure document storage: When you no longer want your records on site, we can advise and deliver a storage solution that suits your needs. No matter what, your information will be safely and securely managed and stored. And you ll be able to access it any time via our dedicated retrieval service. Data protection: To safeguard your company s data, we provide a complete service, from off-site or remote tape storage to disaster recovery. Secure record destruction: We can support you when the time comes to dispose of your information. If you want advice or a confidential destruction service, we re on hand. Electronic document management: When you want to digitise your records, we can help you make this happen. We re here to help, whether you simply want to convert your physical records to an electronic format or implement a complete end-toend electronic document management solution.

5 Secure Record Destruction There comes a time when a company no longer requires certain physical and digital records and needs to dispose of them. But when your company s information is of a sensitive nature, it s critical that it is destroyed securely and correctly. Failure to do so can result in your information falling into the wrong hands ultimately putting your company s reputation on the line. Why destroy your information with us? We have a network of high security locations across the UK and Ireland that deliver either scheduled or one-off secure record destruction services. Whichever destruction service you require, you can be sure that it will meet regulatory and corporate compliance requirements, as all of our processes are fully auditable and delivered by our vetted destruction specialists. Whatever solution you choose, your information will be responsibly destroyed in compliance with BS EN15713 the Secure Destruction of Confidential Material standard. Our approach Your secure record destruction solution will be tailored to meet your business needs. Our operatives are uniformed, trained and familiar with the need to be discreet whilst on-site, to guarantee minimum disruption. If you require a one-off destruction service, we will efficiently and effectively manage your request. Alternatively, if you opt for a scheduled service you ll be allocated your own Account Manager, who will be your day-to-day contact to ensure the service we provide consistently meets your expectations. We also have a dedicated customer support team which is available to answer urgent requests or questions via our online portal, phone and . When it comes to destroying information, we offer three core services: 1. Secure destruction from archive For those items stored at and on our inventory. 5. A preliminary destruction report is sent to you 1. Identify which records you want destroyed 6. If correct, you authorise and return your order to our Customer Support team 11. Records are securely & responsibly destroyed 12. Final destruction report is printed 4. A preliminary destruction report is printed 7. We ll release a destruction order for processing 10. Destruction order is closed 13. A destruction report is sent to you 2. Send your request to our Customer Support team 3. A destruction order is opened 8. Your records on the order are located at our secure sites 9. Your records are verified via scanning its unique barcode 14. MI data available

6 2. Off-site secure destruction for consoles and bins: Collecting items on your site that are stored in consoles or bags and that you would like destroyed at our secure premises. 1. Identify which records you want destroyed 2. Send your request to our Customer Support team Secure Record Destruction 4. A time to arrive on your site is scheduled by our Customer Support team 3. A destruction order is opened 5. Our destruction specialists arrive on your site 6. Your on-site consoles and bins are verified via scanning their unique barcodes 9. Destruction order is closed 8. Records are securely & responsibly destroyed 7. Your confidential material is transported to our secure facility 10. Final destruction report is printed 11. A destruction report is sent to you 12. MI data available 3. On-site secure destruction with our state-of-the-art vehicle: Destruction for consoles or bags that are stored on your site and that you want destroyed on your premises by our state-of-the-art destruction vehicle. 1. Identify which records you want destroyed 2. Send your request to our Customer Support team 3. A destruction order is opened 6. Your records are verified, collected and shredded instantly by our state-of-the-art destruction vehicle* 5. Our destruction specialists arrive on your site 4. A time to arrive on your site is scheduled by our Customer Support team 7. Certificate of destruction is issued immediately 8. Destruction order is closed 9. Final destruction report is printed 10. MI data available *CCTV recording available to observe the process

7 Secure Document Storage When your business is amassing growing volumes of records, sometimes you need a third party to store them for you. But when your records are critical to your business, you need more than just storage. To succeed today, your information has to be an asset, not a burden. Yet increased regulation and tighter budgets make protecting your information more challenging than ever. So you need to be confident that your information is secure, you can access it when and how you want, and that you have control over how it is managed. Our complete record management solution answers these challenges and puts you in control of your information. We have a wealth of experience in managing records securely, and can provide you with a solution that fits your needs exactly. Why store your records with us? Our records management expertise means we can advise you on an end-to-end record management approach. This advice will be shaped to suit your specific business requirements and objectives. By entrusting your records to us, you will always have access to our guidance and expertise. This will help you to adhere to all current regulatory requirements and have support in driving information compliance organisation-wide. You will have peace of mind knowing that your records are protected, you can access them when necessary, and can make informed decisions about how long to retain them and when they can be destroyed. Our approach Our ISO9001 quality management and ISO27001 information security accreditation ensure that your records will be efficiently, consistently and securely managed. We will allocate you your own personal Account Manager. He or she will manage your account on a day-to-day basis, and be on hand to ensure that the service we provide meets your expectations. We also have a dedicated customer support team which is available to answer urgent requests or questions via phone, and our website. What s more, once your records are in our care, you will be able to securely monitor, track, access and retrieve your information whenever you need it via our online customer portal.

8 Electronic Document Management Our Electronic Document Management (EDM) solutions can simplify the way you store, access and manage your documents, ultimately driving greater business efficiency and cost savings. Our experienced EDM consultants will work collaboratively with you to find the best solution. We work with all types of organisations, from healthcare and government to the legal and banking sectors. Combined with our knowledge of business document processes (personnel forms, invoices, contracts etc.), this means we re fully equipped to advise on how EDM could improve either a specific business function or the operation of your entire organisation. Why use our EDM solutions? We can support you no matter what stage you are at in the EDM journey. If you simply want to migrate your documents from a physical to a digital format, we can help that transition happen. Equally, if you want a complete EDM solution, we can tailor an approach that will help you manage your information, streamline your processes and fulfil your business objectives. We also add value to your business by offering solutions that provide complete information security, enabling you to manage access and control sensitive data supporting you in your quest for complete information governance and compliance. Our service doesn t stop there though. We can support you in the longer term too. Our EDM consultants are always on hand to offer advice if your requirements change. Our approach No matter what EDM solution you need, you can rely on us to deliver. Our ISO9001 quality management and ISO27001 information security accreditations ensure that your solution is highly efficient and delivers consistently. We will allocate you your own personal Account Manager. He or she will manage your account on a day-to-day basis, and be on hand to ensure that the service we provide meets your expectations. We also have a dedicated customer support team which is available to answer urgent requests or questions via phone, and our website.

9 Data Protection We understand the importance of ensuring your data is safe, secure and backed up. We know you can t risk losing information or having it corrupted. We re here to help. Our experienced Data Protection consultants will work closely with you to help you meet your data protection requirements. They will help you eliminate threats and ensure business continuity in the event of a data loss disaster. Why use our Data Protection solutions? In the fast-moving world of data, we pride ourselves on our ability to cater for individual customer requirements in a highly responsive way. Your business matters to us, so we will spend time getting to know you and your organisation so we can meet your current needs and respond as they evolve. As part of our personalised service, we offer a wide variety of data protection solutions, from collecting and returning information to suit your scheduling requirements, to carrying out tape changes in data centres and remote locations nationwide. Our approach When you work with us your data will be in safe hands, as all our services are accredited with ISO9001 (Quality Management) and ISO27001 (Security & Risk). This level of service and security is combined with state-of-the-art facilities and vehicles. - Our vehicles feature on-board climate control and GPS tracking. Our fully qualified drivers are in constant communication with our operation centres. - Our vaults are built with fire-rated walls and doors. They also feature temperature and humidity controls to ensure your data is stored in the optimum conditions at all times. - VESDA (Very Early Smoke Detection Alarm) systems are installed within our vaults, linked to a gas fire suppression system. - Our sites are monitored 24 hours a day using CCTV, and feature perimeter fencing and computerised zone access. We will allocate you your own personal Account Manager. He or she will manage your account on a day-to-day basis, and be on hand to ensure that the service we provide meets your expectations. We also have a dedicated customer support team which is available to answer urgent requests or questions via phone, and our website. Alongside our ongoing support, you will also be able to access and manage your data 24/7 via our secure online customer portal.

10 Environmental We have invested considerable amounts of time and money to deliver solutions that enhance the service you receive. These include environmental initiatives that help us all to operate in a more sustainable way. We are continually seeking ways to adapt processes and procedures to be more environmentally friendly. To date, our initiatives include: Route-planning software We have invested in sophisticated routeplanning software which enables us to significantly reduce the road miles covered by our delivery fleet, thereby cutting emissions. Sensor lighting Our records centres are built with the latest in sensor lighting systems, which minimise our electricity usage. Storage boxes Our storage boxes are 100% recyclable and are of the best quality - thereby increasing their life span and reducing the need for replacement. Recycling We recycle a number of waste products across our business including confidential papers, cardboard, packaging, electrical appliances, timber and toner cartridges. Energy-efficient buildings Our sites are designed for maximum energy efficiency and include features like highly insulated dock doors, intelligent lighting and reusable steel frame racking. Bio-diversity To reduce ecological impact to new site build areas, we create new habitats for local wildlife. Rainwater is also collected on these sites and routed back to local river sources. Transport Our transport fleet is entirely compliant with Euro 3 emissions standards.

11 WinQuest+ Your records whether physical or digital are critical to your business. So it s vital for you to protect these valuable assets, and equally important for you to have secure access to your information when and where you need it. WinQuest+ WinQuest+ is our advanced online tool that talks directly to our records management system enabling you to manage all files and metadata in real-time through a single and secure online platform. It will enable you to: - Request orders for delivery or collection - Provide visibility of a records location whether its on-site, in transit or at our secure record centres - Track on-site items via barcodes to give you complete visibility of their location - Manage the retention and destruction dates of your records - View a records movement history from creation to current status - View management reports - Run reports to measure compliance with service levels - Order consumable items e.g. boxes, data tapes, barcodes How WinQuest+ will benefit you - Integrate seamlessly with your Case Management and Finance systems removing the need to upload or manually input data - Transparency of audit trails - Tailored reports to suit your needs - Tracking efficiencies both on and off-site - Provides effective cost management - Complete management of record lifecycle - Ability to manage access rights on a user by user basis - Stores the location of each user and automatically updates seating changes - Details who is waiting and who is permitted to receive files What WinQuest+ will deliver - Greater operational efficiency for how you manage your records - Eliminates compliance and client issues caused by lost files - Reduces time and therefore costs searching for files - Reduces the risk of human error

12 Simply put, we offer peace of mind. Clients know their records are stored safely and securely, and are confident they can access them whenever they need them. What our clients say I now have peace of mind that our records are stored in a purposebuilt facility, which benefits from the highest standards of fire safety and security. We would strongly recommend working with WRM they are a professional, dynamic team that delivers. Gerald Goetzee, Divisional Director, Lark Insurance Records management isn t simply about putting boxes into storage anyone can do that. What really matters is getting them back, when and where you want them, safe and undamaged. Only then is confidence built in the storage provider. WRM is living up to this promise. Records Manager, Global Law Firm I m delighted with the work Wincanton Records Management has delivered for NHS Lanarkshire. Their knowledge of the industry and expertise in on-site scanning has meant we have a solution that complements our operations and supports our staff ultimately helping us in achieving our core targets whilst driving greater efficiency and cost savings. Donald Wilson, General Manager ehealth, NHS Lanarkshire Some of our clients The WRM solution is robust and accurate and gives us real-time information on the whereabouts of every one of our files. There s no more chasing and no more searching we know exactly where everything is. Sharon Behan, Office Manager Pearl Group Management Services

13 Do get in touch to find out how we can help you manage your information more efficiently and effectively. National footprint Bristol 39a Cater Road Bishopsworth Trading Estate Bristol BS13 7UH T: Middlesex Unit 17 Trade City Cowley Mill Road Uxbridge UB8 2GG T: For further information Head Office: London 8 Beam Reach Coldharbour Lane Rainham Essex RM13 9YB T: Dublin Unit 4 Northern Cross Business Park Finglas Dublin 11 Ireland T: E: info@wincantonrm.ie London River Road Barking Essex IG11 0DP T: Easter Park Ferry Lane South Rainham Essex RM13 9BP T: Scotland Apollo Centre Dovecote Road Eurocentral Motherwell ML1 4GP T: Shropshire Unit D Stafford Park 12 Telford Shropshire TF3 3BJ T: Head Office: Dublin Unit 100 Northwest Business Park Ratoath Road Blanchardstown Dublin 15 Ireland T: E: info@wincantonrm.ie Manchester Unit 30 Finlan Road Stakehill Industrial Estate Middleton Manchester M24 2RW T: