Digital Technologies

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.

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.

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

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 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