Records management

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.

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• High value, delicate or fragile items including historical documents, manuscripts, photographs, artwork, maps, and other items of significant cultural, historical, or research value 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 

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 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.

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

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.

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.

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, whose interface makes assets searchable on a map, with spatial and geographic data.

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.