Enterprise

You’ll struggle to find another records management specialist offering a closed loop chain of custody for your entire document lifecycle. We don’t use third-party contractors at any stage: audits, indexing, storage, scanning, next-day/rush delivery or secure shredding. Our uniformed delivery staff are vetted to BS7858 security standards. 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. Across the board we meet 99% of our SLA targets. 

The days of an ‘if in doubt, don’t throw it out’ approach are long gone. GDPR has changed the way organisations process data, with an increased focus on retention dates. Across industries scrutiny on operational spend, including on storage, is intense. And yet some organisations are still storing documents beyond the period required for compliance: essentially paying 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. 

We’re the largest privately-owned information management provider in Europe, with 11,500 clients. 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 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.  

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, it’s one of the most sustainable warehouses ever built – offering a 40% reduction in carbon emissions.  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. 

Even in the most paper-heavy sectors, organisations are making progress towards digital transformation. But if your document management portal is siloed from your core business management platform, you’ll struggle to make strides along the road to digitisation. We’ll integrate our document management portal with your in-house system. We scan, index, and digitise legacy archives to provide searchable data, more streamlined processes, and the opportunity to capitalise on technologies like generative AI, to improve efficiency and analysis.  We also run agile, pop-up projects to improve efficiency and streamline processes: a recent example was a short-term digital mailroom for a quick turnaround mailout campaign. 

We’re big enough to be trusted by everyone from household names to police services, but we don’t have the cumbersome internal structures of the very largest suppliers, meaning we can quickly fulfil urgent or ad hoc requests.   

Putting in place a better customer data strategy is one thing, but records can be managed better and more cost-effectively right across the business, from finance to HR. Engaging different suppliers for storage, records management, digital mailrooms and business process optimisation means missing out on opportunities to increase efficiency and save costs. That’s why some of Europe’s leading organisations work with us to manage their information across the board. 

The convenience of having records ‘at your fingertips’ can be attractive. But the reason leading organisations have outsourced their records management is that the perceived convenience is outweighed by too many downsides. Trying to run a records library is naturally not your area of expertise. Storing important files at your office risks accidental damage, loss, security violations, wasted office space and reduced profitability due to time spent searching for files. With OASIS, any file can be ‘at your fingertips’ within hours – either in hardcopy or digitally – while your files are stored and managed correctly and cost-effectively. 

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.