Saracen guide to_service


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Saracen guide to_service

  1. 1. RECORDS MANAGEMENT YOUR GUIDE TO OUR SERVICES All you need to know about secure, reliable and cost effective document storage services delivering complete peace of mind DATA STORE. DATA SORTED.
  2. 2. DATASTORE. DATA SORTED. Controlling your ComplianCe - Do you aCCess DoCuments as part Comply with Current Fast and efficient access to records of your reCorD praCtiCes? and documents is key to an organisation management poliCy The Freedom of Information Act 2000, looking streamlined and professional Records and the information contained the Data Protection Act 1998 and the UK and this can only be achieved when within them are crucial to any organisation Financial Services and Markets Act – how documents are catalogued, labelled and the retention of them is vital, bringing to manage your records require good and stored well, thus improving with it the problem of storage and quality information management and efficiency and productivity. management retention schedules to facilitate finding the required information and ensuring An efficient document storage and record the Cost of spaCe the information is not kept for longer than management system starts from the in- anD time? necessary. house creation of a document through to its final destruction or permanent storage, Office space is a valuable asset, too combined with ease of access when and retention sCheDule valuable an asset to clutter up with file if a document is required. storage. A good Record Management A retention schedule/inventory should list Policy will make organising your files After a short period of activity documents documents and records, and distinguish easy and facilitate speedy location and and records, although inactive, need to differences, the retention period retrieval of the documents required. be retained for a period of time leading necessary and disposition required. to disposition (final destruction or Using a professional Document Storage permanent storage). A retention period gives advice on the & Record Management company can length of time a particular document or ease this problem, giving faster and record should be kept. These retention easier access to documents and records, periods are in accordance with various whilst freeing up your valuable office Acts and Regulations, Company Policies space for more appropriate income and Audit practices. generating activities. Saracen Datastore Limited Tel 0808 166 1424 Unit 4-6, Leatherhead Trade Park, Station Road, Leatherhead KT22 7AG
  3. 3. EXPERT SERVICES free reCorDs management fleXiBle solutions high teCh solutions auDit & reView Customised to suit the specific needs of As a Strategic Partner of O’Neil Software This important planning stage is all your business take your pick from: Inc, Saracen aim to always push the too often missed as it perceived as an boundaries of the technology we use, active storage For records with expensive extra. Take advantage of a maintaining our position at the forefront of regular access and live filing with rapid Free Audit from Saracen to ensure you are the records management industry. We are response times. starting in the right place. We will review constantly testing new ways to make your your internal and external systems and Deep storage Why pay a premium for Records Storage easier to manage. provide you with the template to move records that have to be kept for regulatory Barcode tracking system Point-to- your records management to a new level and compliance reason but are rarely Point tracking system with all movements of effectiveness and efficiency. On top accessed or needed in an emergency. and events surrounding any given record of this we will be in a position to manage Start saving now: being recorded and verified within our your records better than any other > 75% savings compared to London systems. Complete track and trace for the provider as we understand your needs as Office Space full lifecycle of your records. well as you do. > 65% savings compared to a Self 24-7 online Client access Through tailormaDe Quotations Storage Facility Saracen’s RSWeb.Net client portal By fully understanding your requirements customers can create, manage and > 40% savings compared to a Document we can personalise the solution on action service requests for all stored and Storage Company in London. offer to really target the areas of most pending records. importance to you. Delivering an efficient, > Retrievals are still available on a 48hr, gprs & real-time updates All compliant records management service Next and Same Day Basis. drivers are kitted out with the latest GPRS and more importantly delivering peace file & Document management Only Mobile scanner devices that allow critical of mind. We do not provide off the shelf touch and move the records you need delivery and pickup information to be solutions only solutions to truly meet your recorded and processed in real-time via own needs. gas protected fire Vaults For wills, GPRS. deeds, contracts and other business full transition planning critical documentation electronic receipts Sign for your anD management record deliveries and pickups on screen scheduled and ad-hoc Deliveries and receive the receipt in your inbox. Let Saracen take the strain of the transition An extensive range of response times process. Whether you’re moving available to suit – all carried out by a email notification Receive boxes from your own internal archives team of uniformed, security vetted critical information including receipts, or transferring records on mass from drivers, transporting the records in one workorders and even invoices direct another supplier, Saracen will create of our satellite tracked vehicles. Saracen to your inbox. Be informed when your a plan tailored to suit the requirement can meet your Retrieval requirements. records have been delivered and see and manage that plan in its entirety. Our a copy of the signed workorder within extensive experience of transfers enables retention and Destruction seconds of the delivery taking place. Saracen to ensure your Records are fully policies Saracen can automate your Retention Policies so that your Records imaging For highly accessed key audited during the process. No fuss. No are destroyed at the right time saving you documentation utilise our scanning hassle. money and ensuring compliance.. service with instant access to scanned records via RSWeb.Net seCure, moDern scan on Demand services Retrieve reCorD Centres vital record information straight to your Facilities boasting RedCare (Fire & inbox within minutes Intruder) alarm monitoring; Digital CCTV take a step in coverage; Proximity Fob Access Controls; the right DireCtion 4hr Fire Protected Vaults across multiple storage locations in Leatherhead, Milton Datastore. Data sorteD. Keynes and Sittingbourne. Tel 0800 740 8700
  4. 4. 03725 FOR MORE INFORMATION OR TO DISCUSS YOUR SPECIFIC REQUIRMENTS: 0800 740 8700 OUR LOCATIONS: Coventry A1(M) M1 Cambridge Worcester M5 Ipswich Cheltenham MILTON KEYNES Stevenage M11 A1(M) M5 Gloucester Oxford M40 M1 M25 Chelmsford Swindon Cardiff Southend-on-Sea M4 M4 Reading M4 London BRISTOL M25 M25 M2 Basingstoke M3 SITTINGBOURNE LEATHERHEAD M20 M3 M5 DORKING Southampton Eastbourne Bournemouth Exeter Portsmouth