OFFSITE DOCUMENT & MEDIA STORAGE SPECIALISTS OFFSITE DOCUMENT STORAGE VAULT STORAGE OFFSITE MEDIA STORAGE DOCUMENT RESTORATION HIGH SPEED SCANNING SERVICES DOCUMENT DESTRUCTION CONSULTANCY www.grm.ae
GRM s Records Centre has been purpose-built for the storage and provision of records management services to organisations in Ireland. 2
The Document & Media Storage Specialists Specialising in offsite document storage, scanning and imaging solutions, offsite media storage, vault storage, document destruction, online data backup and consultancy, GRM are the perfect choice for all your document management needs. GRM are part of the Glenbeigh Group, which was established in 1985. With a turnover in excess of?60 million, and over 150 employees, our clients include numerous Government bodies within the public sector, along with organisations from private sectors including business and finance; consumer and retail; manufacturing and construction; energy and transport; and telecommunications and computing. 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 3 customised solutions, along with a commitment to constantly improve our performance. Our highly secure, state-of-the- art facility situated in the heart of the Glenbeigh Campus, 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 PH +971 (0) 488 79679 EM info@grm.ae WB www.grm.ae www.grm.ae 1
SERVICE 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 Garda - 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. TECHNOLOGY GRM are dedicated to offering you the best technological solutions in the industry. Using our resources, you can: Scan 550 pages per minute using the fastest scanner in Ireland. Host your documents online Access your records online, and much more... 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 life cycle 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. 4 2 www.grm.ae
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. Our clients range from numerous Government bodies within the Public Sector, along with large and small organisations from the Private Sector, including business and finance; consumer and retail; manufacturing and construction; energy and transport; and telecommunications and computing. GRM s consultancy can be tailored to meet your exact requirements. Here is a list of topics that we cover: We also conduct training days, which can be customised according to your needs. Data Protection Freedom of Information ISO 15489 MiFID Records Management erecords Management Disaster Recovery Plan Offsite Media and Tape Storage Data Imaging Document Destruction Establishing an archive Conducting a records inventory Evaluating existing archives Identifying vital business records Document Retention Schedule 5 www.grm.ae 3
OFFSITE DOCUMENT STORAGE 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 life cycle; from document creation, maintenance, storage, delivery, retrieval, to its eventual destruction with certified document shredding. 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 Collection and delivery service Secure storage Barcode tracking & scanning On demand viewing Free up valuable space Time management Online access & reporting as standard 24/7 Customer service 6 4 www.grm.ae
Vault Storage Protecting your sensitive documents and highly valuable items 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, 2- hour fire-rated storage vaults, which are specifically designed to protect your assets from destruction, theft and damage. We offer 2 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. 7 www.grm.ae 5
OFFSITE MEDIA STORAGE 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-inert gas fire 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. Benefits of Offsite Media Storage Enhanced security Speed of service Web-based inventory tracking software Complete data protection Professional managed media 8 6 www.grm.ae
DOCUMENT RESTORATION Glenbeigh can offer a full restoration/management service to property owners whose documents or book collections have suffered as a result of 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. STORAGE We can provide property owners with a range of storage facilities at our secure Damastown premises. From segregated crate storage for normal household contents to own key two hour fire rated vaults suitable for valuables such as antiques, works of art and other valuables. Glenbeigh can provide secure and cost effective short and long term storage solutions to property owners. 9 www.grm.ae 7
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 IntelliScan XDS scanner, a multi-application, high-speed, mixed document scanner that offers image-capturing capabilities up to 600 dpi optical resolution and scanning speeds up to 550 pages per minute. The BancTec CDS 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 computercontrolled arm uses an adjustable vacuum system, in tandem with page fluffers to gently pick up and turn one page at a time. Scanning Benefits Scans both side Up to 550 copies per minute Save time and money Disaster recovery High security Environmentally friendly Multiple similtaneous users Microfilm Scanning GRM uses SunRise microfilm 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. 10 8 www.grm.ae
DOCUMENT DESTRUCTION 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 the 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, Garda-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 rest 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. 11 www.grm.ae 9
GLENBEIGH RECORDS MANAGEMENT PO Box: 644315, Dubai World Central, Logistics City, Dubai, UAE. PH +971 (0) 488 79679 EM info@grm.ae WB www.grm.ae 12