RECORDS MANAGEMENT & DIGITISING SPECIALISTS DOCUMENT STORAGE VAULT STORAGE MEDIA STORAGE DOCUMENT RESTORATION HIGH SPEED DOCUMENT SCANNING DOCUMENT DESTRUCTION CONSULTANCY www.grm.ie www.grm.ie 1
Our records centre has been purpose-built for the storage and provision of records management services to organisations throughout Ireland. The Document Storage and Scanning Specialists Specialising in offsite document storage, vault storage, media storage, cataloguing records, scanning and digitising, online hosting of scanned files, document destruction, and consultancy, GRM are the perfect choice for all your records management needs. Glenbeigh Records Management (GRM) is part of the Glenbeigh Group, which was established in 1985. With over 150 employees, our clients include large and small organisations from private sectors including business and finance; consumer and retail; manufacturing and construction; energy and transport; telecommunications and computing; as well as Government bodies within the public sector. Service and quality is an ethos that runs through each company within the Glenbeigh Group, and it has been instilled by the owners from the very beginning. We know that if it was not for our clients, we would not be here. As a result we constantly maintain a strong focus on service excellence. We pride ourselves on our flexibility in offering customised solutions, along with a commitment to constantly improve our performance. Our highly secure, state-of-theart facility situated in the heart of Dubai World Central (DWC) combined with our committed customer service team, ensures that our thousands of satisfied clients can gain access to their critical data as and when they need it. We know your business depends on it. GLENBEIGH RECORDS MANAGEMENT Damastown Way, Damastown Business Park, Dublin 15. PHONE +353 1 822 7161 WEB www.grm.ie EMAIL info@grm.ie 2 www.grm.ie www.grm.ie 3
SERVICE OFFSITE DOCUMENT STORAGE GRM s storage campus features 24/7 state-ofthe-art security and the most comprehensive fire suppression systems which are linked to our constant fire monitoring station. GRM s storage campus provides security cleared staff, 24- hour on-site security and CCTV. Further protection is also provided from electronic surveillance using passive infrared detectors, access-controls, microwave technology, inertia sensors and contact switches. This ensures that there can be no unauthorised access to your records/media whatsoever. Audit Trail Our system produces a unique, non-transferable barcode for each of your records, boxes or tapes to ensure we can provide you with an accurate, up-to-date account of the lifecycle of your records/media. Customer Service When you call us, you get to speak with our efficient Records Centre staff members who are directly involved in dispatching your documents or media. You do not get redirected to a call centre or to an automated machine. Your call is answered and your query is dealt with immediately, and in person. Technology GRM are dedicated to offering you the best technological solutions in the industry. Using our resources, you can: Scan up to 375 pages per minute. Host your documents online. Access your records online, and much more... To be in accordance with the Data Protection Acts, you must ensure that your business documents and data are securely stored, archived and retrievable. Legal, privacy, tax and financial requirements all demand that an organisation must be able to rapidly retrieve and access files, whilst maintaining their security. Glenbeigh Records Management (GRM) provides a simple, secure and cost effective solution. Your documents are collected from you and stored off-site in our Records Centre. Using sophisticated software, GRM tracks every step of the record s lifecycle; from document creation, maintenance, storage, delivery and retrieval. We also offer a secure confidential destruction service for boxes at the end of their life-cycle. Our highly secure Records Centre enables organisations to effectively realise the benefits of offsite records storage. Even though records are stored off-site in our facility, clients maintain full control by being able to track their entire records inventory, manage services, and access activity reporting instantly. Online access is also available, along with 24/7 customer service and support. Should you wish to view a number of files at once, or conduct an audit of your files in a private, confidential, and comfortable environment, you can avail of our private viewing rooms. Offsite Storage Benefits Secure storage Save time filing and searching Increase productivity and efficiency Maximise office space Abide by retention legislations On demand scanning Online records managment 4 www.grm.ie www.grm.ie 5
SCANNING SERVICES GRM has invested in the most advanced scanning technology to scan and index all types of records, including paper, bound volumes (books), and microfilm. Paper Scanning Forming the core of GRM s scanning bureau is the BancTec IntelliScan XDS, a multi-application, high-speed, mixed document scanner that offers image-capturing capabilities up to 400 dpi optical resolution and scanning speeds up to 375 pages per minute. The BancTec IntelliScan XDS uses an open track, belt fed transport system, which cannot cause any damage to your files. This is in contrast to other scanners which use roller fed transports, which, just like a photocopier, can jam and damage pages during scanning. Book Scanning When scanning bound volumes we utilise the Kirtas 2400D book digitiser, which is specifically designed to produce very high quality images from bound material, without damaging the originals. GRM uses vacuumatic technology, and each page is picked up and turned gracefully, ensuring all your books are handled gently. The robotic arm reduces the need for manipulating pages by hand, which is most critical in the case of old or fragile bound documents. The computer-controlled arm uses an adjustable vacuum system, in tandem with page fluffers to gently pick up and turn one page at a time. We also use manual book scanners where required. Microfilm and Microfiche Scanning GRM uses specialist scanners to capture images from all types of microfilm and microfiche. We can enhance the image quality of poor quality microfilm, and we can output to all image formats such as JPEG, PDF-A, TIFF etc. Scanning Benefits Scan both sides Up to 375 scans per minute Save time and money Disaster recovery High security Environmentally friendly Multiple similtaneous users 6 www.grm.ie www.grm.ie 7
VAULT STORAGE OFFSITE MEDIA STORAGE To safeguard exceptionally valuable items or those requiring special environmental conditions, you need to know you are choosing the safest place for them. GRM s vaults are ideally designed to store highly confidential documents and media, title deeds, backup tapes, high-value items, documents requiring long term preservation, disaster recovery programs etc. Deep within the heart of our records centre, lies an array of fully alarmed, fire-rated storage vaults, which are specifically designed to protect your assets from destruction, theft and damage. We offer TWO types of Vault Storage: Option 1 Share a vault with other clients. This option is more cost-effective because you only pay for the exact amount of storage space used, rather than paying for the capacity of the entire vault. Option 2 Own your own private vault, with your own key, which is a unique offering from GRM. Clients who require maximum security for highly sensitive files prefer to choose this option. As a company, you need to strongly consider if your priceless company data is 100% protected from fire, flood, theft, water damage or vandalism. In the event of an on-site disaster, an immediate response from our records centre with the return of your offsite media and backup tapes will dramatically reduce these damaging effects. Our vaults are especially designed to protect your data in the safest environment possible, using constantly monitored fire detection systems and FM200 gas suppression systems. Retrievals Our clients can retrieve their backup media via a planned rota or, alternatively, they can order on line, via email, fax or by phone. In the case of emergency, we guarantee the swiftest return of backup tapes to our clients, 24 hours a day, 365 days a year. Alternatively use our online backup service which allows you to ensure your data is protected without having to invest in an in-house backup solution. Benefits of Offsite Media Storage Enhanced security Web based inventory tracking software Professionally managed media Speed of service Complete data protection 8 www.grm.ie www.grm.ie 9
DOCUMENT DESTRUCTION DOCUMENT RESTORATION Confidential information is one of the most important assets of your organisation. Consider the value of your client records, customer lists, contracts, minutes of meetings, financial records, payroll files, etc. The impact of these documents falling into the wrong hands would be disastrous for your reputation, competitiveness and trust. GRM has established a confidential document destruction service in order to assist organisations in complying with Data Protection Acts and to further protect you and your clients from becoming victims of identity theft. We can tailor your shredding collections to meet your requirements, whether it s a once-off, daily, weekly, monthly, or ad hoc basis. Our fully uniformed, security cleared specialists collect your secure bins and transport them in secure vehicles for them to be shredded.your shredded documents are mixed with thousands of pounds of other shredded documents, making document reconstruction impossible. The shredded paper is then transported to a recycling facility where it is further processed into recycled material. Alternatively, your documents can be destroyed on-site at your premises, while you are invited to witness the destruction. GRM provide clients with wheelie bins or lockable wooden consoles which can be placed in your office to securely store your documents in between destruction visits. Certified Document Destruction Upon completion,we provide you with a Certificate of Destruction to enable you to prove that you are complying with legislation. With our solution, you can be assured that the future of your business is in safe hands. GRM s document destruction service provides the additional intangible savings by reducing the potential threats to your company by having confidential documents falling into the wrong hands. Glenbeigh can offer a full restoration/management service to property owners whose documents or book collections have suffered water damage. This service is particularly useful in minimising damage to important legal, commercial or valuable documents. In terms of the processes involved, the first step is to ensure that the documents are removed as soon as possible from the scene in such a way that no further degradation occurs. On arrival at our premises the documents are placed in a freeze store to halt the progression of damage. Pressurised vacuum driers are then applied and once stabilised the required restoration work can then take place. 10 www.grm.ie www.grm.ie 11
CONSULTANCY With the explosive amount of records and data that businesses create on a daily basis, it is hard to know where to start with regard to managing this information. As a result, GRM offer a customised Consultancy service whereby clients receive specific advice according to their precise requirements. GRM has a wealth of experience in assisting organisations to improve their information management through the use of records and electronic document management. GRM s consultancy can be tailored to meet your exact requirements. Here is a list of topics that we cover: Data Protection Offsite Media & Tape Storage Freedom of information Data Imaging Records Management Document Destruction erecords Management Establishing an archive Disaster Recovery Plan Conducting a records inventory Document Retention Schedule Glenbeigh Records Management Ltd., Damastown Way, Damastown Business Park, Dublin 15. Ireland. Glenbeigh Records Management LLC., PO Box 644315, Dubai World Central, Logistics City, Dubai, United Arab Emirates. Identifying vital business records We also conduct training days, which can be customised according to your needs. 12 www.grm.ie www.grm.ie 13
Damastown Way, Damastown Business Park, Dublin 15, Ireland. PH +353 1 822 7161 WB www.grm.ie EM info@grm.ie