FAQs

Click here to login to OASIS Bridge If you do not know your username or password please contact your local Client Care team.

You can view your inventory in our online portal OASIS Bridge. If you would like to request access for an authorised user within your organisation please contact your local Client Care team.

Physical records are stored in a secure OASIS Group Record Centre and digital records are hosted in a Tier 3+ data centre.

Yes. We can invoice different departments, each with its own specifications. Moreover, by storing your files by department, you can also determine which employees have access to specific records.

A business continuity plan sets out a framework and plan to enable your business to operate during emergency events or low-level disruptions.

You need to identify risks from both inside and outside of your work environment. The availability of key suppliers may have an impact on your organisation, for instance a power cut may be a high risk or have minimal impact depending on your business activities.

A business continuity plan focuses on how a business will keep operating during emergency events or low-level disruptions. A disaster recovery plan focuses on restoring IT systems, such as IT infrastructure and data access, after a disaster.

A business impact analysis (BIA) is a process that allows departments within your organisation to identify critical processes and functions and their effect should a disruption occur.

Business continuity planning requires input from every department in your organisation. All levels within each department will need to be involved in the planning process to ensure that every business critical process and function is identified.

Did you know that you can place orders, run reports, update account details and much more using our online client portal?

Don’t have access to our online portal? Contact us here and one of our team will be in touch to get you up and running. In the meantime, this form can be used to request services.

Still need to chat with us? So we can assist you as quickly and accurately as possible, please have your account number ready. Our client care team can be reached via the email or phone number below;
You can contact our client care team via the regional email addresses below.

By Email:

England: clientcare.england@oasisgroup.com
Northern Ireland: clientcare.belfast@oasisgroup.com
Scotland: clientcare.scotland@oasisgroup.com
Dublin: clientcare.dublin@oasisgroup.com
Regional Ireland: clientcare.roiregional@oasisgroup.com

By Phone:

UK: +44 1440 760 190
ROI: +353 01 903 8159

Cyber security is essential to our everyday life, it protects our data from theft and damage. If cyber criminals obtained your data this could be misused, cyber security can protect your data from common cyber threats.

Yes. Our media vault staff are specially trained on the proper procedures for handling and transporting confidential media.

Our media vault is monitored with video surveillance 24 hours a day. We use the strictest access features such as keypad controls and biometric fingerprint scanners.

You have access to your media 24 hours a day. Emergency delivery is available.

One of the main benefits of digital imaging is that it drastically reduces the time it takes to access your records. Digital imaging reduces your storage costs and space. Also, digital imaging is beneficial for companies that have multiple locations with several employees that need access to the same information.

Indexing is key to the easy retrieval of electronic records. You should index your records according to the information that will be needed in order to retrieve the record. We can assist you in creating your indexing system. We offer customised indexing based on your company’s needs. Also, we offer an OCR option to help with the search and retrieval of your electronic records.

Digital transformation is the process of integrating digital technologies across various areas of a business. Technology is used to automate new, or modify existing, business processes.

As the focus continues to shift to a global economy many industries are finding that digital transformation is helping them stay competitive. Through the adoption of digital technologies businesses and organisations are able to save time and money.

Digital transformation can be seen across every sector, however the types of technology can vary from industry to industry. There are various factors that influence the digital transformation journey, including regulatory commitments, and it is important to understand these early on in your journey.

The list of benefits achieved through digital transformation is extensive and variable depending on many factors, however across all industries and disciplines benefits include; improved efficiencies, increased productivity and cost savings.

It is important that you identify your end goal at the beginning of your digital transformation journey. The outcome your department, or overall organisation, is trying to achieve will define your digital strategy.

No. We suggest only digitising records that are ‘active’, for example personnel files for existing Team Members, inactive files that are still within their required retention period can be securely stored in one of our regional record centres.

Where a retention date is recorded, we proactively report to you records that are available for destruction. Our team can assist you in the development of compliance and design of retention strategies to audit records and identify candidates for destruction. We will not destroy any of your records in our records centre until the request is given in writing by an authorised person. When the time comes to destroy your records, we offer secure shredding services, with all the paper waste recycled and with a Certificate of Destruction.

Yes, if you need to submit applicable records to a national data repository we can help you find the relevant records, classify them according to the submission standards, digitise them to the required standard and upload them on your behalf.

It is common for companies to provision storage at the box level and retain independent listings of the items in the box. Over time, these often become disassociated. We can help you create items-level lists through our box audit, classification, and cataloguing services. We then manage this item level data in our Plexus application, making it instantly available to you and ensuring that the same issue does not arise in the future. 

Our specialist records centres are purpose-built and designed under industry-leading security solutions. Your physical and digital storage is environmentally controlled and protected against fire using Inergen gas systems, offering effective fire suppression, without the risk of water damage associated with sprinkler systems. 

Certainly. We specialise in storing all types of data for the Energy sector. In addition to your organisations’ physical and digital data, we can store geological records such as core, cuttings, tapes containing well logs and seismic surveys, oil and gas samples and even non-standard containers such as map tubes.

Yes, our cloud-based Plexus application is designed explicitly for our energy clients. The system comes with geographical interface, log (las/lis) and seismic (segy) viewers as standard. Plexus allows your organisation to find paper-based records and instantly request services such as retrievals or scanning. All the digital records are made available for you to view and download once scanned. 

We understand that retail manages a large volume of confidential information such as credit card numbers. We have partnered with the Certified Information Privacy Professionals (CIPP) at CSR to provide our clients with a Breach Reporting Service and Readiness Suite protecting your retail business from violations regarding regulatory compliance.

With strict user permissions and automatic workflows, collaboration couldn’t be easier. Documents can be assigned to teams or individuals to complete actions based on automated criteria.

Manufacturers manage a large variety of records and information from employee records to quality assurance records. Our scanning services can help upload all your information data in or Omnidox AP system for easy invoice processing and making analysing the data simpler.

A consistent records management program can be tricky, especially if you are operating out of multiple sites. Every business’ storage requirements are different. That is why we build a bespoke storage package for every client (no matter how big or small the organisation). We can cope with large or small volumes, regular or ad hoc retrievals, individual files, or entire boxes. We are committed to providing the best possible records management process for your business, whilst meeting regulatory and legal requirements.

Through Omnidox you can recreate existing, or implement new, business workflows quickly and easily. No need to involve costly IT resource. Our Omnidox HR solution can help your organisation classify and extract key data for managing retentions as well as facilitating fast search capability. Our solution is suitable for organisations of all sizes and quickly reduces the costs associated with your HR administration.

OASIS Group operates across Europe, with record centres and digital processing centres distributed around the continent. Whether you have only one store or several, we can collect your data and store it in our nearest record centre.

We know that operating small businesses takes time and energy to be successful, and often records management needs are not the highest priority. We build a bespoke storage package for every client (no matter how big or small the organisation). We can cope with large or small volumes, regular or ad hoc retrievals, individual files, or entire boxes. We offer online systems for your records management to easily access and extract data, allowing you to stay focused on what is important – the success of your small business.

Our powerful Omnidox suite is flexible and fully scalable, so as your business grows, we can help you manage your information records growth whilst continuing being compliant.

Our multi-award winning Omnidox Suite offers blue-chip organisations and small businesses access to the same leading technology. By utilising our Omnidox cloud-based solution your documents can be accessed simultaneously and shared with ease, 24/7, from anywhere in the world.

Schools must follow strict rules when processing personal data, and laws and regulations stipulate how long school records can be kept and the exceptions to this. OASIS is your partner and can advise you on information and records management in the broadest sense. You can also contact us for the confidential and secure destruction of school records.

We agree with you the period of time for digitisation and can then remove the records from your Practice almost immediately.

noteSpace Digital is a fully managed service.  Our friendly team will visit your Practice, collect, transport, catalogue, digitise and deep store your Patient paper records.

Yes, our ‘follow-on’ service is available even if you didn’t complete the initial digitisation with noteSpace Digital.  It includes a scheduled collection of new records, digitisation and either deep storage or secure destruction and disposal.

Yes. Saturdays work very well and records can also be collected during the week.

Yes. The scan on demand service securely delivers a digital copy of the record over the HSCN network, to the practice in 4 hours. This is often used when a practice is preparing a SAR.

A same or next day courier service is also an option if the original paper record is required.

Each OASIS service has a unique code for our internal reporting. There will also be a service name to help you identify which service it relates to.

The service names on your rate card lists which services are available as part of your existing contract with OASIS.

This is the service cost as it stands in the current year.

When we notify you of a change in rate, this field will display what the new rate of the service will be after the date included in your notification communication (this will most likely have been emailed to you). The effective date is also included in your rate card.

This is the date any new rates will come into effect.

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.

No. We also shred media including CD’s, DVD’s, backup tape and hard drives. Also, we can destroy and recycle your electronic office equipment.

No. We will not shred any of your records in our records centre until the request is given in writing by an authorised person.

Yes. Once your confidential information is securely shredded, we provide you with a Certificate of Destruction.