For some firms, scanning of closed files is a viable option. While there can be cost saving over archive & storage depending on your firm, there can be a benefit in the instant retrieval of information and the ability to search documents.
We provide electronic document storage for public and private organisations enabling cost reduction and improved information retrieval.
Storage and the retrieval of any documents is a major problem for businesses. There is a growing burden for storing records and with storage space being very expensive, it makes sense to investigate an electronic archive storage system. Once we have implemented the system, you'll wonder how you ever coped without it.
Electronic document storage is a method of scanning images and digitally storing them, for example on a CD-ROM or directly onto your PC. These images are then indexed, allowing you to retrieve any image without the need to leave your desk.
Once the images are captured it is not possible to alter any of the data, making electronic document storage a secure solution to storing important documentation. In recent years electronic images have become acceptable as evidence in law allowing the destruction of original documentation and enabling cost reductions in document storage and retrieval.
Our process is very simple and requires no effort on your behalf. Following an initial meeting to identify the benefits of electronic document storage for you, we will agree a prioritised schedule of work.
We provide a regular collection service for our customers and can also supply security storage boxes. A certificate is issued for the collection of your records and all documentation is registered at our premises which allows us to provide a document retrieval service whilst the scanning process is undertaken giving ongoing access to your records.
Once your documents are scanned, we audit the quality of the process and then produce a master CD which is then installed by us onto your computer equipment. We store the original documentation whilst you audit the work undertaken and once you are completely satisfied we will ask you to authorise a destruction certificate which details the documents to be destroyed. Documents are destroyed using a secure shredding process. Some of our customers request original documentation to be returned to them.
We also backup and archive your scanned documents on multiple replicated UDO storage devices on multiple sites. This ensures complete disaster recovery and business continuity.
Why pay City rents and rates just for your files?
CALL US TODAY ON 0845 475 6006