Help and advice

We’re the largest privately-owned information management provider in Europe, with 11,500 clients. Each year we scan more than 204 million items. Over 115 million barcoded boxes and files are stored in our secure, state-of-the-art facilities. We have over 70 locations across Europe (47 in the UK and Ireland) and 1,700 team members. We scan more than 17 million images per month and store over 200 terabytes of digital information for our clients (that’s equivalent to around 200 million high quality photos).

Our 70+ locations across Europe are designed to safely and securely store a wide variety of valuable assets, including:

• Paper documents including files, folders, maps, well logs, deeds, contracts, wills, court documents, blueprints, loan documents, transaction histories and bound records
• High value, delicate or fragile items including historical documents, manuscripts, photographs, artwork, maps, and other items of significant cultural, historical, or research value
• Geological, environmental, and drilling core samples, including rock, soil, and sediment cores
• Media items including backup tapes, CDs, DVDs, and hard drives
• Unusual or oversized items like architectural models or equipment

The prospect of transferring thousands – sometimes millions – of documents to a new service provider can be overwhelming. So much so, that some organisations stick with suppliers who consistently miss SLAs, are unnecessarily storing documents past retention dates, whose environmental credentials are unsatisfactory, or who don’t offer competitively priced contracts. OASIS has extensive experience in taking over underperforming information management programmes. We take on all the headaches of moving boxes and assets from existing suppliers to our secure facilities and design our pricing model to help offset your transitioning and exit costs.

As the largest privately-owned information management provider in Europe, we have the scope and scale to support everyone from small businesses to large, multinational enterprises. We offer an end-to-end information management service for all types of hard copy and digital data.

We offer a range of options to suit your budget and organisation, including same day and next day delivery. We can have a document in your hands in under 4 hours in the most urgent cases, or for on-screen access we will locate and scan documents from your file library on demand. Emergency access to your information is available 24/7. Across the board we meet 99% of our SLA targets.

You can set schedules for how regularly you want your backup tapes to be rotated. You can audit your stored tapes at any time. We offer scheduled tape pickup services to collect from your premises and bring to our professional records centres. We barcode and track your media through our inventory management system in the same way we would for your documents. You can get immediate access to rotated tapes with our expedited retrieval service.

There is no limit to the number of items we can manage for you. We work with some of Europe’s largest and best-known companies and store more than 115 million barcoded items in our facilities.

Absolutely – we can keep your documents and assets in storage for a short period or as long as you like. We’ll tailor the service to you.

We offer secure document and media destruction services, including shredding and degaussing media (i.e. wiping hard drives) and destroying CDs, DVDs and credit cards. For document destruction, we use high-security shredders that reduce paper to fine particles, making reconstruction impossible. We will never destroy an item without client authorisation, managed via a rigorous, auditable process and validated with a certificate of destruction. Our team carry out secure shredding at our specialist site in line with BS EN 15713:2009 which covers secure destruction of confidential material. We provide lockable console shredding bins for your workplace, to keep documents secure until shredding.

We use a barcode system to index and track each record, making them quick and easy to retrieve.

Our team use specialist scanners and technology for different types of project, including:

• High volume scanning of documents and files
• Bound books and ledgers
• Documents up to several feet wide – architectural blueprints, engineering drawings, maps or plans
• Legacy formats like microfilm, microfiche, old photographs or delicate documents from the archives
• Incoming mailroom items, scanned on receipt in processing centres
• Court or other legal documents, covered by BS10008 for legal admissibility

We only ever use our own branded vehicles driven by our security vetted personnel who wear OASIS uniforms and ID badges. Our fleet is protected by:

• High security slam locks on every door
• Vehicles locked throughout deliveries and collections
• At no time do drivers leave their vehicle unattended without securing the vehicle thoroughly beforehand
• 4-digit pin code security device
• Fire extinguishers on board
• Screens separating the cab from storage area
• GPS tracking system meaning we can pinpoint the exact location of vehicles at all times
• Vehicles fitted with mobile telephones so that in event of breakdown the driver can notify the transport office who will send a replacement van to keep records secure

Our facilities have been designed to keep your items safe from natural disasters, fire, pest, flood or environmental damage. Safety measures include:

• Compliance with BS9997 (Fire Risk Management Systems)
• A comprehensive fire management plan, including:

1. Best-in-class fire detection and suppression systems such as VESDA (Very Early Smoke Detection Apparatus), fire suppression gases in our vaults, and sprinkler systems at some of our sites
2. Remotely monitored fire alarm system with key holders for each site
3. Preventative maintenance schedule for fire-fighting and detection equipment
4. Fire risk assessment programme for each site, reviewed annually
5. Team trained in fire management with dedicated fire wardens
6. Environmental management system for the management of fire damaged property and equipment, certified to ISO14001

• Business continuity plans in place
• The bottom shelves of our storage racking are 10cm above floor level to protect items from flooding
• Loading bays are fitted with a water ingress ramps
• Sites are monitored by externally approved pest control companies minimum 8-12 times per year to protect against all pests, including paper mites, rodents and insects
• Media is stored in climate-controlled vaults with temperature and humidity monitoring
• Core samples (for the energy sector) are stored in climate-controlled environments on specialised racks that support their weight and size

OASIS storage facilities are equipped with state-of-the art security measures to protect clients’ valuable assets from theft. These include:

• Integrated 24-hour central alarm
• REDWALL security system
• Intruder alarms
• Recorded CCTV with 90-day footage retention
• Value storage is monitored by 24/7 video surveillance, keypad controls and biometric fingerprint scanners
• 330kva back-up generator
• Random storage of items throughout our records centres
• Security personnel checks
• Access control systems with dedicated user profiles
• 2.2m perimeter fencing with locked gate
• Security lights on exterior of building
• Discreet building signage to deter unwanted attention
• Staff screened to BS7858 security standards

We hold all the certifications you would expect for a records management provider to highly-regulated industries. Our full list of certifications is:

• ISO 9001 Quality Management
• ISO 14001 Environmental Management
• ISO 27001 Information Security Management
• BS 4971 Conservation and Care of Archive Library Collections
• BS 7853 Security Screening
• BS 15713 Secure Destruction of Confidential Material
• BS 10008 Legal Admissibility of Electronic Information
• PCI Security Standards Council Qualified Security Assessor
• Cyber Essentials Certified Plus

We offer a closed-loop chain of custody to our clients. Documents and other items are collected, stored, scanned, delivered and destroyed in-house at OASIS by our security-vetted, highly trained team. The only service where we use a partner service is for tape transcription for our energy sector clients.

Our flagship London Gateway facility covers 109,000sq ft and was built to BREEAM ‘outstanding’ standards: the world’s leading sustainability standard for building construction. Only an hour from central London in our fleet of electric vehicles, it’s one of the most sustainable warehouses ever built – offering a 40% reduction in carbon emissions. Energy efficiency strategies include photovoltaic panels, rainwater harvesting, improved thermal performance and building air tightness, and 95% of waste materials generated recycled onsite.

Everything we do is focused on minimising your carbon footprint in line with our ISO 14001 environmental management certification, from tightly managed retention strategies to fuel-saving delivery routes. Shredded paper is recycled into tissue products (kitchen roll, toilet tissue) in UK paper mills.

Absolutely. We work with some of the banking world’s biggest names. We hold the relevant ISO certifications for quality, environmental and information security management, and Cyber Essentials Plus.

We do. We work with 89% of the UK’s well operators from our facilities in Aberdeen, North Wales, Dundee and London. We have specialist storage facilities for core and other subsurface samples. You’ll struggle to find our mix of geology, geophysics, oceanography and sedimentology expertise at any other major energy information management provider.

Yes we are. We provide records management services to more than 650 healthcare clients, scanning and storing Lloyd Geoge records and other patient data in line with GDPR and NHS DSPT requirements. We’re an NHS Interoperability Toolkit (ITK) level 3 accredited supplier, able to securely transmit Patient Identifiable Data (PID) across the Health and Social Care Network (HSCN). We can format scanned records for easy integration into your Electronic Health Record (EHR) system.

Absolutely. We work with over 650 firms in the legal sector, from ‘magic circle’ companies to boutique law firms. We collect, store, retrieve, and deliver court documents, wills, deeds, contracts and other precious documents. Our scanning service is covered by BS10008, meaning your digital files can be used in legal proceedings.

We have two decades of experience working with public sector organisations including large healthcare providers, police services and local government bodies. We’re registered on framework agreements including:

• Crown Commercial Services (CCS)
• Yorkshire Purchasing Organisation (YPO)
• Eastern Shires Purchasing Organisation (ESPO)
• NHS Shared Business Services (NHS SBS)
• Office of Government Procurement (OGP)
• Greater Manchester Combined Authority (GMCA)

We use barcodes to organise and track all media stored in our vault. With our web-based client program, you can go online to manage your offsite media, request services, or run reports.

If you use our media vault services you will have peace of mind that in the event of a technical or natural disaster, your valuable information will be protected and recoverable. Also, our tape rotation services help to make certain that your data is updated on a regular basis.

As we set up your account, you will be asked to fill out an authorisation form identifying the people within your organisation or company that you want to grant authorisation to. Only the people specified by you will be able to access your documents. Also, if you utilise OASIS Bridge, your on-site administrator will be able to manage the users for you.

We offer secure document and media destruction services, including shredding and degaussing media (i.e. wiping hard drives) and destroying CDs, DVDs and credit cards. For document destruction, we use high-security shredders that reduce paper to fine particles, making reconstruction impossible. We will never destroy an item without client authorisation, managed via a rigorous, auditable process and validated with a certificate of destruction. Our team carry out secure shredding at our specialist site in line with BS EN 15713:2009 which covers secure destruction of confidential material. We provide lockable console shredding bins for your workplace, to keep documents secure until shredding.

You can request access to your stored core samples for analysis or research purposes at any time. Each core sample is catalogued with detailed information, including location, depth, and date of extraction. It’s easy to search for your samples using our online system, and the interface means assets are searchable on a map, with spatial and geographic data.

You can set schedules for how regularly you want your backup tapes to be rotated. You can audit your stored tapes at any time. We offer scheduled tape pickup services to collect from your premises and bring to our professional records centres. We barcode and track your media through our inventory management system in the same way we would for your documents. You can get immediate access to rotated tapes with our expedited retrieval service.

Absolutely – we can keep your documents and assets in storage for a short period or as long as you like. We’ll tailor the service to you.

We use a barcode system to index and track each record, making them quick and easy to retrieve.

We offer a range of options to suit your budget and organisation, including same day and next day delivery. We can have a document in your hands in under 4 hours in the most urgent cases, or for on-screen access we will locate and scan documents from your file library on demand. Emergency access to your information is available 24/7. Across the board we meet 99% of our SLA targets.

There is no limit to the number of items we can manage for you. We work with some of Europe’s largest and best-known companies and store more than 115 million barcoded items in our facilities.

We hold all the certifications you would expect for a records management provider to highly-regulated industries. Our full list of certifications is:

• ISO 9001 Quality Management
• ISO 14001 Environmental Management
• ISO 27001 Information Security Management
• BS 4971 Conservation and Care of Archive Library Collections
• BS 7853 Security Screening
• BS 15713 Secure Destruction of Confidential Material
• BS 10008 Legal Admissibility of Electronic Information
• PCI Security Standards Council Qualified Security Assessor
• Cyber Essentials

As the largest privately-owned information management provider in Europe, we have the scope and scale to support everyone from small businesses to large, multinational enterprises. We offer an end-to-end information management service for all types of hard copy and digital data.

We help clients capitalise on artificial intelligence (AI) to automate and improve efficiency at all stages of the information management process. This includes:

• Bringing records into the system and automatically indexing them based on their content
• Recognising patterns, keywords, phrases and subtle contextual cues for classification
• Automatically extracting relevant metadata like authors, dates, file type and topics; and tagging files with semantic data (based on meaning, not just keywords)
• Monitoring records for compliance with policies and creating audit trails
• Automatic retention scheduling based on document type and regulatory requirements
• Predicting future storage requirements, data growth and compliance challenges
• Making it easier to search, with relevance ranking and natural language queries
• Automated anonymisation of sensitive information and user access controls
• Machine learning to continually improve accuracy and adapt to new requirements

Robotic Process Automation (RPA) can automate repetitive and time-consuming tasks such as data entry, document classification and records retrieval – flagging exceptions for manual intervention where required. We use RPA tools designed to work with your current systems, mimicking user actions without the need for complex integrations. No special hardware is required: we can install RPA software on your existing IT infrastructure and tailor it to your unique operations. Implementation timelines vary depending on the complexity of the processes, but many RPA solutions can be deployed within weeks. We’ll provide ongoing monitoring and maintenance as well as support to expand the system to additional tasks or higher volumes of data as needed.

In a nutshell, we scan your incoming physical mail at our secure facilities, delivering it electronically to the appropriate people in your organisation. We can customise the service to your business workflows, integrating into your existing document management system and incorporating incoming emails if required. All types of post can be processed: letters, packages, invoices, legal documents and more. Our team opens the post, scans and indexes it. Our system can categorise mail based on predefined criteria such as recipient, department or type of document. Incoming emails can be automatically sorted using similar criteria. The digital files are delivered to the intended recipients within hours of receipt and the originals can be stored, securely shredded, or returned to you. Confidential or sensitive mail is processed with additional security measures including encryption and restricted access. The service complies with GDPR and other relevant data protection regulations.

Scan on demand is a service that allows you to request the scanning of specific documents stored in our facility and receive digital copies quickly. We offer same-day or next-day delivery of scanned documents, depending on the urgency. You can request the scanning of multiple documents, and they’ll be delivered as a batch. It’s quick and easy to search for files and request a scan using our online portal.

In order to prove that a digital file is a true representation of a hard copy, it must have been scanned in premises covered by BS 10008: Evidential Weight and Legal Admissibility of Electronic Information. You may find some suppliers reference this British Standard but don’t hold the certification at the site where the digitisation is happening. That’s a big problem if you need to use a document in legal proceedings and the original has been destroyed in order to free up space. All OASIS scanning sites are covered by BS 10008. It’s one reason we’ve been trusted by several police forces to digitise critical and confidential files.

We have 25 years’ experience and work with 11,500 clients, many of whom operate in highly-regulated sectors. Documents we have expertise in scanning include:

• Legal documents with complex formatting, including legal briefs, contracts, and case files – scanned in formats compatible with case management systems
• Highly confidential documents which we manage using confidentiality protocols and secure file transfer methods to protect sensitive information
• Medical records including patient files, charts and imaging reports – we adhere to NHS DSPT, Cyber Essentials Plus, BS 10008 and GDPR, and other healthcare regulations to ensure the secure handling of patient data. Scanned files can easily be integrated into your Electronic Health Record (EHR) system
• Financial documents including statements, tax records and contracts, and historical financial records which we can digitise for easier preservation of, and access, to their data
• Energy sector records like largescale maps, plans and well logs, which can be scanned and digitised for easier analysis

We use high-resolution scanners and carry out quality checks to ensure clear and accurate digital copies. We offer colour scans as required and typically provide scanned files in PDF or TIFF, but can deliver in different formats on request.

Our team use specialist scanners and technology for different types of project, including:

• High volume scanning of documents and files
• Bound books and ledgers
• Documents up to several feet wide – architectural blueprints, engineering drawings, maps or plans
• Legacy formats like microfilm, microfiche, old photographs or delicate documents from the archives
• Incoming mailroom items, scanned on receipt in processing centres
• Court or other legal documents, covered by BS10008 for legal admissibility