The document provides guidance on evaluating potential off-site records management providers. It outlines several important areas to consider, including company profile, general security, disaster prevention and planning, facilities, courier vehicles, policies and procedures, storage capabilities, and customer services. Thoroughly assessing a provider based on these criteria will help ensure they can adequately protect records and meet the needs of the business. Price should only be considered after establishing the provider's qualifications in these key areas. Conducting proper due diligence on off-site records storage is important for maintaining security and accessibility of important business documents.

1. OFFSITE RECORDS MANAGEMENT
WHY CHOOSE
SARACEN
FOR YOUR
OFFSITE
RM PROVIDER?
Feel confident in Saracen’s
expert care knight and day.
DATA STORE. DATA SORTED.
www.saracendatastore.co.uk

2. Selecting an Off-Site
RM PROvideR
When setting out to select an Off-Site General SeCurity
Provider for your Records Management
services it is important that you ask the
A major issue in today’s records eSSentially we Can
right questions and look out for the
management world is security of Group the variouS
right ‘Tell Tale Signs’. At no point here
information. The rapid rise in identity queStionS to aSk under
do we give any consideration of the
theft makes personal information a a few SeleCt headinGS:
much sought after commodity among
price of their services. The price should
the opportunist criminal. Irrespective > Company Profile
be the last thing we seek to get from a
of this security of information is vital to > General Security
provider – you must firstly establish who
protecting a companies interests as
they are and what value their services > Disaster Prevention & Planning
well as its staff and clients alike.
can bring to your business. Only then
Knowing that when your files and > Facilities
will price mean anything to you. This
media venture off-site for the first time > Courier Vehicles
is not the definitive list of what should
you don’t want it to be a step into the
be asked but should hopefully guide > Policies & Procedures
unknown. You don’t want to feel like you
you in the right direction when you
are waving your kid off for their first day > Storage Capabilities
begin to evaluate a number of potential
at school. You need to know that the
providers. > Customer Services
security of your off-site provider is tried
and tested and meets the minimum
Company profile standards you employ within your own
It is a great idea to create yourself a
The aim here is to get a feel for what scoring system based around these
business.
type of company you are looking at. headings. Firstly identify the headings
Ask questions about their Company Do they have 24hr security; Are their above that are more important to the
Mission Statement and see how premises protected by both internal needs of your business and weight your
that aligns with your own; How long and external digital CCTV systems; scoring method accordingly.
have they been providing Records How do they control access to the
Management Services; How do they try facility; How secure is the loading
to differentiate themselves from their area; Are their staff security vetted;
competition; Can they provide you with What authorisation procedures
audited accounts; Can they provide you do they operate; Do they conduct
with references; Do they belong to any regular security audits; What security
trade associations. monitoring systems are in place.
take a Step in
the riGht direCtion
dataStore. data Sorted.
Tel 0800 740 8700
Saracen Datastore Limited
Tel 0800 740 8700 Unit 4-6, Leatherhead Trade Park,
Station Road, Leatherhead KT22 7AG
sales@saracendatastore.co.uk
www.saracendatastore.co.uk

3. diSaSter prevention faCilitieS
& planninG There can be a number of considerations
To what lengths does the company go to in relation to the facility in which your
in relation to protecting documents and records will be housed. Again there is
media in their care? Don’t be surprised if no right or wrong answer as such; you
they do not operate a sprinkler system, must evaluate what best fits to your
these are likely only to be found in large business requirement.
warehouse environments where by it
Is it in a desirable location; Is the facility a
is a stipulation by the local authority.
stand alone unit; Is it located within a multi-
Often Records Management service
tenant building; Are there any potentially
providers will shy away from installing
hazardous facilities near to their location;
such expensive fire prevention as it can
Does the facility sit within a non-flood
be cost prohibitive, thus driving up the
prone location; Do they engage in any
market storage rate and can also be very
other activities within the same facility
risky in relation to the potential hazard of
(Public Storage, General Warehousing
the accidental activation of the system.
etc...); Are back-up power systems in
Only you can decided what is right
place; Do they have proper insurance
your business. I guess it comes down to
coverage in the event of a disaster.
whether you want wet files or burnt ones!
The key is really in how they prevent
hazards not how they handle a disaster
after the fact.
Do they have adequate smoke detection
systems in place; adequate fire detection
systems; Adequate fire suppression
systems; operate a strict no-smoking
policy; a regularly maintained and tested
internal disaster plan; are detection and
suppressant systems regularly inspected
and tested.
take a Step in
the riGht direCtion
dataStore. data Sorted.
Tel 0800 740 8700
Saracen Datastore Limited
Tel 0800 740 8700 Unit 4-6, Leatherhead Trade Park,
Station Road, Leatherhead KT22 7AG
sales@saracendatastore.co.uk
www.saracendatastore.co.uk

4. Courier vehiCleS poliCieS & proCedureS
This is one area that is often over It is here that you can determine just StoraGe CapabilitieS
looked. It is not uncommon to pull how much thought, care and attention a
Seems an obvious one this but you
a company’s facilities to pieces and Records Management provider places
need to create a list of all the various
then give no consideration to how in to their business, their staff and their
types of storage and service you
records are transported. In theory and clients. Can they provide a clear and
need today and also consider what
in practice you should be demanding acceptable business contract; Are
your requirement may be in the mid
the same standards where possible in records signed for at point of handover
to long term also. After all if you can
relation to security and environment and retained on file for future reference;
find a provider that can accommodate
within a delivery vehicle as you do Do they operate a comprehensive
your business as you adapt within your
from the warehouse storage facility employee screening process; Do
market then you will really benefit by
itself. Do they use their own vehicles they have a substance abuse policy;
having uniformity in your RM services
and delivery personnel; Are vehicles Are personnel provided with uniform
during such times of change.
satellite tracked; How are vehicles and ID passes; Do employees sign
secured when stationary at pickup confidentiality agreements; Is there
and drop-off points; Do vehicles have on-going employee education; Are a typiCal liSt to ConSider
appropriate security in place; are trained personnel available after hours today would be:
vehicles climate controlled (media to handle emergency requests
only); Are vehicles designed for safe > Hard Copy Records (Files in Boxes)
media transport; Do vehicles undergo > Audio/ Visual Media
preventative maintenance; Are vehicles
equipped with a fire extinguisher; > Computer Media
Are vehicles equipped with suitable > Micrographics
communications. > X-Ray Film
> Live Filing (Open Shelf Filing)
> Gas Protected, Temperature
Controlled, Secure storage
You should also ask about current space
to meet current needs and future space
to meet future needs. Is the racking
structure used specific to Records
Management storage needs?
take a Step in
the riGht direCtion
dataStore. data Sorted.
Tel 0800 740 8700
Saracen Datastore Limited
Tel 0800 740 8700 Unit 4-6, Leatherhead Trade Park,
Station Road, Leatherhead KT22 7AG
sales@saracendatastore.co.uk
www.saracendatastore.co.uk

5. CuStomer ServiCeS Summary
No Records Management provider will All of the above is designed to prompt
tick all boxes all of the time. We all know some thought in to your choice of a
and all expect things to go wrong from Records Management service provider.
time to time. What really sets Records Only once you have fully comprehended
Management companies apart is what a company can offer in terms of
with how they handle this situation. By its full service and facility etc... Can you
examining all the key features that put then begin to determine whether their
the service together under the umbrella price provides your business with value
of Customer Services we can see what for money? The cheapest provider may
a company can do to minimise such not score too highly when you start to
problems and also how they handle those dig deeper into the aspects described
peculiarities when they should arise. above. Achieving the best value for your
investment will deliver you the long
Can they provide: 24hr customer access;
term savings you crave – working with
Bar-code Tracking; Client based training;
a professional, efficient provider that
Online inventory management; Client
can grow and adapt with you is worth
review rooms; Reports; Confidential
its weight in gold as they will be able to
destruction services; Departmental
provide your business with consistency
billing; Disaster recovery services;
and stability.
Retention management and planning.
Do they log client communications for
review and internal training; do they
provide a service level agreement in
relation not only to the physical service
but also in terms of response times to
resolving client issues/ queries; will you
be appointed an Account Manager.
take a Step in
the riGht direCtion
dataStore. data Sorted.
Tel 0800 740 8700
Saracen Datastore Limited
Tel 0800 740 8700 Unit 4-6, Leatherhead Trade Park,
Station Road, Leatherhead KT22 7AG
sales@saracendatastore.co.uk
www.saracendatastore.co.uk

6. 03725
FOR MORE INFORMATION
OR TO DISCUSS YOUR
SPECIFIC REQUIREMENTS:
0800 740 8700
www.saracendatastore.co.uk
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