Healthcare sector

We’re the largest privately-owned information management provider in Europe. 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 nationwide. 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 hold the relevant ISO certifications for quality, environmental and information security management, and Cyber Essentials Plus. We are certified for British Standards covering secure destruction of confidential material, legal admissibility of electronic information, screening of individuals working in a secure environment and conservation and care of archive library collections. Our vault storage is monitored with 24/7 video surveillance, keypad control and biometric fingerprint scanners. Our facilities are protected with state-of-the-art safety features including VESDA (Very Early Smoke Detection Apparatus) alarms. Your records will be transported in dedicated, secure, GPS-equipped vehicle. We can pinpoint the exact location of OASIS vehicles at any time.

Practice and service managers who work with OASIS tell us one of things they value is the practical advice they get from their dedicated account manager. Our team is extremely experienced in healthcare records management, with many decades of experience between them. We bring that knowledge to bear in programmes that balance cost, efficiency, compliance and the shift towards digitisation. We manage on-site audits and provide management reporting for your management packs. Accessing your information is easy through our self-serve online system – unlike some suppliers we don’t use call centres. Whatever the problem you’re struggling with, chances are we’ve solved it before.

Public sector spending restrictions mean cost-saving is always a priority. But some healthcare providers are storing documents beyond the period required for compliance: essentially paying outsourced suppliers to store rubbish in high tech, securely-managed premises. We take an unusually proactive approach to document management – working on audits, cataloguing and retention tracking strategies to identify and securely destroy unnecessary paper. And as a cradle-to-grave information management specialist we can help with everything from storage, scanning and destruction for back-office data and patient files. One, single provider: increasing your efficiency and minimising your management time.

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 as well as NHS trusts to digitise critical and confidential files.

We have 70+ locations across six countries, including 47 in the UK and Ireland. Files (hardcopy or scanned) can be at your fingertips as quickly as if your documents were still on site – service options range from 48 hours to less than 4 hours. Emergency delivery is available 24/7, via our team of uniformed, security-screened staff.

The Information Commissioner’s Office (ICO) states that a when an individual requests a copy of their personal data via a SAR, it should be responded to within a month. If the data is decades old, perhaps badly categorised, tracking it down can be time-consuming and stressful for your staff. Delays are damaging from a reputational and financial point of view and can be distressing for the individual. We work with healthcare providers to index, catalogue and securely store documents – either scanned or hardcopy – making search and retrieval quick and easy. We also provide ‘lift the lid’ programmes to manually inspect legacy archives for organisations who aren’t sure what data they hold.

If you’re serious about sustainability, you need partners who are too. 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, your records are stored in 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.