Challenges and Opportunities – The Future of Information Management
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Leaner, greener ways to manage confidential data and irreplaceable documents.
Public sector bodies handle some of our most precious information, from adoption records to coroner’s court evidence. But keeping records on site is no longer the most secure, cost-effective, efficient or environmentally-friendly option. In the 25 years we’ve been working with the public sector, we’ve created a service which even the most fastidious records manager is happy to use, to save money, increase efficiency and enjoy peace of mind. We manage physical and digital records for over 100 councils in the UK and Ireland, as well as police services and other critical public sector service providers. With over 70 locations across Europe, your documents will be stored close at hand. And 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.
Cut costs by freeing up space to sell or repurpose. Stringent retention date procedures mean you never pay to store waste paper.
Release storage space with our high-volume, high-speed bulk scanning service.
Roll out RPA across your information management workflows to lower costs and increase productivity.
Bring your records management into the 21st century for quicker, scalable, more accurate results.
Outsourced storage on your doorstep for documents that are 100% secure – yet easy to get hold of.
High volumes of paper processed so your team can respond to applications and requests more quickly.
Digitised data at your fingertips, with minimum fuss and maximum security.
Security-vetted staff destroy your confidential material at our in-house facilities, validated with a certificate of destruction.
Keep on top of retention dates with our tight governance procedures so documents aren’t kept for longer than they should be, or destroyed too soon.
Security-vetted staff destroy confidential documents at our in-house facilities, validated with a certificate of destruction.
Retrieve and share information for subject access requests (SARs) easily, without the need for photocopying and manual redaction.
Outsourced storage on your doorstep for documents that are 100% secure – yet easy to get hold of.
Archive items and oversized assets
Relax in the knowledge that however valuable, unwieldy or delicate your items, they’re in safe hands.
A dedicated service to keep magnetic tapes and other media protected and easily accessible for disaster recovery.
Extract the information from bound books and ledgers without damaging your valuable library.
We’ll take the information locked away in legacy media formats like microfiche and make it usable for your team or service users.
Ditch the delays and errors of snail mail for perfect post processing – whether for one-off mailings or your entire correspondence.
Convert hard copy document libraries into indexed, searchable digital files to increase efficiency and collaboration.
Digitised data at your fingertips, integrated with your internal record management systems.
Roll out RPA across your information management workflows to lower costs and increase productivity.
Bring your records management into the 21st century for quicker, scalable, more accurate results.
Outsourced storage on your doorstep for shorter journeys – and up to 40% lower emissions in our flagship facility.
Easy onscreen access to your hardcopy documents whenever you need them with our prompt scanning service.
Security-vetted staff destroy your unnecessary documents, which are recycled at UK paper mills.
Free up space to reduce energy use with our high-volume, high-speed bulk scanning service.
Store confidential files and documents in secure premises with easy retrievals and scan-on-demand services.
Security-vetted staff securely destroy unneeded documents at our in-house facilities, validated with a certificate of destruction.
Remove filing cabinets and stop paying for storage units with our high-volume, high-speed bulk scanning service.
Digitised data at your fingertips, with minimum fuss and maximum security.
Ditch the delays and errors of snail mail for perfect post-processing.
‘During the years we’ve been using OASIS for our off-site records storage service, we’ve always found their service to be of high quality and their team to be professional and helpful. Our day to day use of their recall and delivery services work well, their scan on demand service has helped a lot as we move to greater remote working, and they’ve supported us with a number of cataloguing and scanning projects.’
Answers to common questions about public sector records management with OASIS.
How will you make our records storage as lean and cost-effective as possible?
Public sector budget restrictions mean cost-cutting is always a priority. But some organisations 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 internal business data to vault storage to shredding. One, single provider: increasing your efficiency and minimising your management time.
If our scanned documents had to be used in a legal process, would they be admissible?
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.
Will our documents be stored nearby to minimise emissions and make them quick to access?
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.
Will our records be managed securely and in compliance with all regulatory requirements?
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 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 (for high value documents) 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.
How can you improve our process for responding to a subject access request (SAR)?
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 councils and other local government and public sector bodies 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.
Can you scan every document or media type in our library, including microfiche?
We can digitise anything typically used to store public sector or local government information. That includes microfilm, microfiche, largescale planning documents, bound ledgers, large books, and certificates – making them easier to search and share. Images are uploaded into our award-winning, cloud-based electronic document and records management system (EDRMS), saving space on your servers. They can also be uploaded directly into your own secure portal.
Do you understand the complexities of information management in the public sector?
Records 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 public sector and local government records management. We bring that knowledge to bear in programmes that balance cost, efficiency, compliance and the shift towards a paper-lite organisation. 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.