Secure Document Storage. Making it simple to securely move, store and retrieve your business records.

Transcription

1 Secure Document Storage Making it simple to securely move, store and retrieve your business records.

2 Space problems? Use ours We have facilities throughout London, so there will always be one that s convenient for your business. Easily accessed, yet securely stored Although your information is stored in a high-security facility, it s easy for you to access. Our document storage services provide a highly secure, low cost solution for business records Stay compliant, yet cost-efficient Our experienced people have understanding of the issues facing different sectors, enabling us to help you maximise the potential of your information assets. Control information and costs Your information is held in our secure records centre, while ordering via our easy-to-use portal gives you complete control of all your records. As a document storage provider, we make it simple to move and store your business records off-site. You pack your archive documents; we convey them to our secure storage facilities where they will be located in your dedicated shelving area. When you need them back, we return them. Simplifying your storage We try to make document management easy for you by offering efficient storage solutions. Nextday, half-day and emergency document retrieval services are available, and we can scan your paper records and send them back in electronic format. When you need some or all of your records back, it s simple, quick and online. Better Control Our customer web portal provides access to everything you need. You can use it to label, describe, search, locate and request a retrieval. You have full control and access whenever you want it through which you can easily access any of data whether this is important business or legal documentation. Onsite Storage for your Documents We are able to support your in-house document storage arrangements as well as acting as an overflow facility. Offsite Storage for your Documents We also provide a fully outsourced turnkey solution for organisations that require offsite document storage, offering open file racking or rapid access archive boxes. Every box and file stored with us is bar coded and indexed, giving you complete peace of mind in our capability to provide you with 24 hour access to your information. Legal Document Storage Our legal document storage service is ideal for keeping legal records secure and fully compliant with the Data Protection Act. Business Document Storage Our business document storage service is ideal for all organisations irrespective of their size and nature. Not only will we be able to advise you on the retention period of your business document storage, we will be able to manage your retention schedule too. Archive Storage We offer a wide range of archive storage solutions to suit you and your budget, whether you re operating a large business or a small company. Media Vault Services We offer a highly secure media vault to store your media and computer backup tapes in. Our media vault services include: > Advice on how to manage your back up tape scheduling and cycling > Tailored solutions to suit your organisation > Available for computer back-up tapes, media tapes, disks, CDs and DVDs > Ideal for HR files, title deeds, wills, share certificates, finance agreements and other high value documents 3

3 Eliminate your day to day involvement in data storage and benefit from increased productivity and reduced storage costs Documents at your fingertips, not under your feet. Working with PHS, we deliver the highest standard of data storage and file retrieval services in the UK, storing commercial records, documents, files and media for all types of leading organisations. Businesses accumulate vast amounts of important documents, records and data over the years. As compliance requirements become ever-tighter the need for good document management increases. You need to make sure you are ready with the documentation you need for external audits, as well as preserving any business information you may require in the future. Keeping all your records in your office may seem like the natural choice they are nearby, easy to access and protected from the outside world. However, the reality of keeping documents in-house is that they take up valuable space in expensive real estate, are often squeezed into hard-to-navigate available corners, and frequently end up cluttering up space. Storing in-house is also not as secure as you might think a lot of people come and go in most offices, and you don t always know who s had access to what. Storing your records off-site provides an instant solution to all of these problems, from space to real estate cost to security. We work with every customer to offer a tailor made document storage programme, advising which records to keep, which document storage method to opt for, and how long to store records before they can be safely destroyed. We make the very confusing task of organising business records simple and clear, whilst keeping the amount you spend on storage to a minimum. At Almo Office, we pride ourselves on offering our customers reliability, security, flexibility, accuracy and simplicity. With 24 hour access to your stored documents and detailed monthly statements we can offer: Static Document Storage Because we operate a static document storage policy, we promise never to lose your records. Regardless of how long you store your files with us, or how often you request it, you will always keep that exact location- minimising the risk of archive boxes being misplaced or lost. Easy Access to your Records We use a system that gives you control over the naming of your files. In addition, we will allocate you a specific bar code as an extra level of security. This dual naming approach gives you more flexibility for the searching and retrieving of your internal files and boxes. We also offer all our customers Pinpoint: our web based, bespoke computer system which provides secure, online access to your records management account. Maximum Security Our state-of-the-art storage facilities provide the best in security and disaster prevention and we offer fast next day retrieval. We offer: > Intrusion detection and alarm systems > Physical key card access controls > Fire detection and suppression systems > 24/7 central CCTV monitoring of protection systems > Highly trained and vetted staff teams With our systems, it s impossible for us to lose your data. 5

4 Online tracking so you know exactly where your documents are 24 hours a day Our experienced people have an in depth understanding of the issues facing different industries, enabling us to help you maximise the potential of your information assets while at the same time reducing costs and eliminating risk. Almo Office can provide cost-effective, highly secure space for storing documents, records and digital data. We have the knowledge, experience and expertise to help you stay compliant and manage your information so you know precisely where everything is. Our storage facility is highly secure but when you need something it s just a simple click away. Every client has slightly different data storage and data management requirements. We ve developed a 4-stage process to meet and manage your requirements, which can be shaped and tailored to fit individual needs. Site Survey This may be necessary depending on the services you require and we ll help and advise you. Bespoke Proposal Every proposal and quotation we give is specific to your business and requirements. Indexing We have the skills and experience to complete any indexing and cataloguing of information if this is required. Alternatively, if you have a system already in place, we ll implement this for you. Management Using our sophisticated online tool you can retrieve your documents, arrange for boxes to be collected, or assign boxes to be permanently destroyed, all at the click of a mouse. A Cost Effective Solution Through utilising our unique team along with our online management service, our goals are to eliminate your day to day involvement in data storage and for you to benefit from increased productivity, supplier rationalisation and reduced distribution and storage costs. Safeguarding Your Information Our service goes far beyond simple storage. Our facilities have been designed specifically for long term secure storage which is one of the reasons we are so trusted by Government bodies and blue chip organisations across a wide range of sectors. We plan for all circumstances from fire, flood to malicious intrusion, by investing substantially in state-of-the-art storage facilities. Peace Of Mind Storage > Automated fire suppression > Generator backup and uninterrupted power supply > Climate controlled environment > High security, alarmed facilities > Remote tracking systems 1. Tell us What you need 2. Request Document storage 3. Stored Safe & sound 4. Dispatch Documents securely Get in touch via our website or call us and we will arrange for one of our experienced team members to go through the process with you. We will arrange to collect your documents. Our team barcode and scan your boxes on arrival and take electronic signatures to confirm receipt. Your information assets are placed in our storage facilities, all assets are scanned at multiple points maintaining the audit trail at all times. Simply make a request via our encrypted portal with your unique login. Your documents will be delivered in as little as 2 hours. 7

5 This brochure has been produced by Almo Business Print. Printed on a HP Indigo digital press. Almo Office Ltd 1-3 Dulwich Business Centre Malham Road London SE23 1AG sales@almooffice.co.uk almooffice.co.uk Almo Office is a CERTUS group company.