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What We Do |
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Storage
Removing your archive off site is a significant decision. The first requirement must be that the documents are stored securely and without deterioration.
Our secure records management centres protect your documents against theft, fire and unauthorised access. Humidity management systems and pest control ensure the documents remain in original condition. Space in our stores is effectively used with all boxes of documents clear off the ground and on racking.
Management
Storing large numbers of boxes and documents for many clients it is vital that simple and effective procedures are in place. Audited and with ISO 9001:2000 certification, the systems in place at Box-It (NW) provide continually reliable results. Track and trace systems are provided by O'Neil Software, the world leader in the provision of data management software for records management. This software and barcode system is backed up by a full paper audit trail. Every action taken on behalf of every client is logged and/or receipted.
Retrieval
With your documents stored off site, the next requirement is for them to be accessible. At Box-It we are flexible to your requirements. Your documents can be delivered to you by box, by file, by fax or electronically - as you wish. The timescale for the delivery is set by you (the client). Much of this part of the service is done on a next working day basis, however deliveries can be made on a same day basis within 1, 2 or 3 hours (as selected). Some clients choose to reduce their charges by choosing to have deliveries within a longer period. Deliveries are made by Box-It staff in Box-It vehicles. Drivers are tidy, friendly and polite. We deliver what you want, when you want it and in the condition it was sent to Box-It.
Collections
Pick up of boxes can be arranged for a specific day but always guaranteed within 3 working days. Boxes can also be collected if a delivery visit is being made.
Supply of boxes
Flat pack boxes are available in 3 sizes and delivered to your premises. They are specialist archive boxes with a double skin of cardboard and triple thickness ends. Strong and robust, they last for many years. Square plan holders for maps and plans are also available.
Destruction Services
We provide a confidential review and destruction service. The documents and files are destroyed to a security standard suitable for Police Forces and Government. A review date can be attributed to each box on our records management software. This acts as a prompt to start the destruction process. We contact the client for confirmation that the sequence of events prior to destruction should begin. Confidential waste can also be removed from your premises and taken away for destruction.
Cataloguing
The cataloguing and indexing service provides accurate document information. Viewing facilities are also available (with assistance from Box-It staff) if you wish to examine box contents.
Database Management
The depth of information that can stored on the O'Neil Software is unsurpassed. It can contain all the identifying detail of the files and documents within each box and this can be loaded from a spreadsheet provided by the client. Reports of this information and the use made of Box-It services can be provided to our client.
O'Neil can also provide a web based product RS-WebTM. This allows clients access to their database within the Box-It software. This allows our clients who choose this product to order services, run reports, enter data and download software.
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