Discover records management that contributes to cost-saving, digital readiness and net zero targets.
Managing vast volumes of paper is still a fact of life for most banks. But dealing with a legacy format needn’t rely on legacy approaches. Proactive document retention strategies can help you stay compliant with regulations, without wasting money storing outdated or badly categorised documents. Pop-up scan-on-demand and business workflow projects improve customer service and efficiency without investing in new technology. And shifting to our flagship facility, an hour from the City, can cut storage carbon emissions by up to 40%. We’re Europe’s largest privately-owned information management provider with a specialist service used by over 450 banking clients. Our end-to-end information management services meet all relevant international standards, including ISO 27001, ISO 22301:2019 and Cyber Essentials Plus.
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.
Reduce manual errors and delays, with services covered by ISO 27001, ISO 22301:2019 and Cyber Essentials Plus.
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 documents that are 100% secure – yet easy to get hold of.
High volumes of paper are 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.
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.
Answers to common questions about banking and financial services sector records management with OASIS
How will you make our records storage as lean and cost-effective as possible?
The days of an ‘if in doubt, don’t throw it out’ approach are long gone. GDPR has changed the way financial services organisations process data, with an increased focus on retention dates. A combination of the rise in challenger banks and economic uncertainty has ramped up scrutiny on operational spend, including on storage. And yet some banks 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 with banks and financial services clients on audits, cataloguing and retention tracking strategies to identify and securely destroy unnecessary paper.
Will our records be managed securely and in compliance with all regulatory requirements?
We’re the largest privately-owned information management provider in Europe, with over 450 banking 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 (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. As expert providers in this sector we understand the importance of notifying the regulator of any changes to storage arrangements.
How can you help us meet our environmental objectives?
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 half an hour from Canary Wharf and an hour from the City in our fleet of electric vehicles, clients in London and the South East have their files close to hand, in one of the most sustainable warehouses ever built – offering a 40% reduction in carbon emissions. Energy efficiency strategies include photovoltaic panels, rainwater harvesting, improved thermal performance and building air tightness, and 95% of waste materials generated recycled onsite.
How can you help us respond more effectively to digital-first competitors?
Challenger and digital-first banks can deliver an excellent customer experience, unburdened by legacy systems. And despite the continued reliance on paper, even established banks are making progress towards digital transformation. We work with banks on 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 can also scan and index legacy archives to provide searchable data, more streamlined processes, and the opportunity to capitalise on technologies like generative AI, to improve efficiency and analysis.
Can you reduce the burden of managing multiple records management suppliers?
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 the banking world’s biggest names work with us across the board. Recent projects for banks have included monthly processing of 1.5m digital mailroom items from 8 branches; processing and storing 2,000 boxes of documents per week; and digitising 1,000 archive boxes 25% quicker than the allotted deadline.
We’re not happy with our current supplier, but will switching to OASIS be difficult?
The prospect of transferring thousands – sometimes millions – of documents to a new service provider can be overwhelming. So much so, that some banks 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 records management programmes for banks and financial services clients. 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.