GRM's method of cataloguing your records
We organise your files into labelled and barcoded archive storage boxes and provide you with a catalogue / index of all your records for easy access when you need them later. We'll even come to your premises and do the work there.
Here’s how we do it:
- A unique range of barcodes and a Client Code is assigned to your organisation by GRM.
- Numerous archive boxes and unique barcodes are brought to your office and you are notified of your Client Code.
- The archive box in which the documents are to be stored, is assembled.
- A uniquely numbered barcode is placed on the box – this barcode will be from the set of pre-assigned barcodes that was assigned to your company. (This enables secure identification by our barcode tracking software.)
- Your Client Code is written on the box (along with your Department Code, if applicable) i.e. “Client X – Dept Y”.
- We will require a copy of your Records Retention Policy ( if you do not have one, we will help you create one) in order to confirm what your organisation’s policy is on how many years you should retain these records. Using this information is confirmed, a set of files with the same destruction date are selected and placed together into the archive box.
**Please note, if a set of documents are required to be held permanently, no destruction date applies and no destruction date will be written on the box.**
- The Destruction Date is written on the outside of the box.
- The following details in relation to the box and its contents are recorded on a spreadsheet and forwarded to GRM:
- Box Barcode Number
- File Contents
- Destruction Date
Once GRM receive this information, the data is entered into our barcode tracking database, RS~SQL. This unique barcode carries all relevant information and guarantees total tracking and retrieval accuracy. A complete history for each record is maintained and inventory reports can be produced at any time. GRM will be notified to come and collect the boxes. The archive boxes are then collected by fully trained, uniformed, Garda-cleared personnel and scanned on-site at your offices to confirm that collection occurred (this is where the audit trail begins detailing the life cycle of your documents contained in that box). The archive boxes are securely transported back to GRM and stored on a barcoded shelf location in our secure warehouse. The shelf location of your archive box is scanned along with the box barcode. GRM’s Barcode Tracking Database, RS~SQL is updated again, to reflect the exact locality of your box in our warehouse.