Frequently Asked Questions

If a filing system already exists, we can replicate and organise it offsite. If not, we will work with you to define a structure that fits your retention and operational needs.

Yes, for new clients we are willing to take on your existing boxes provided they are of a similar size to our standard archive boxes and are fit for purpose i.e. the boxes are not damaged in any way and the lids are intact. Then going forward (after the initial collection) we would prefer you to use our standard archive boxes.

Services can be requested on our online records management portal oneilOrder (a profile needs to be enabled for your account in advance) or by contacting our operations team via email at requests@grm.ie.

No, service requests cannot be made over the phone. They need to be made on our records management portal (oneilOrder) or via an authorised email address so that we have an audit trail of all requests.

We provide next-day, same-day, emergency, and out-of-office deliveries. Alternatively, we can provide you with an electronic PDF copy of any physical file in storage through our scan-on-demand service.

It is possible provided we are given advance notice of the delivery or collection date in advance. We prefer however to organise all deliveries and collections for you.

Our online records management portal, oneilOrder, provides clients with real-time online access to all their records information on our RS-SQL database.

Contact our operations team via email on requests@grm.ie. They will create an account on our online portal, oneilOrder, and then provide you with a username and password which you will be prompted to change when you log in for the first time.

Yes, oneilOrder training is available via screen-sharing tutorials and the provision of user manuals. oneilOrder training can also be delivered via traditional classroom methods and a fee is agreed upon in advance which considers the location and time requested.

Please fill in the Authorised Users Form (available upon request). We will use these details to update the access settings on your account.

We invoice monthly in arrears, however, if the invoice amount is small, we invoice yearly.

Yes, we can invoice various departments separately. Moreover, by storing your boxes/files by department, you can also determine which employees have access to specific records.

Yes, our records management system (RS-SQL) can generate pro-forma invoices if required. Please visit Prepaid Archiving for more details.

Unlike some suppliers, we do not impose permanent removal fees; therefore, our service remains at the highest level. Upon termination of the storage contract, the only applicable charges are for returning the boxes to you, securely shredding them, or preparing them for collection.

The majority of our vaults are fitted with racking designed to securely and efficiently store archive boxes containing files, while the remaining vaults are designed specifically to store media (please visit Media Storage for more details).

No, access is restricted to key management personnel. Glenbeigh Records Management manage the vault, and the records stored within it on behalf of the client (retrievals, scanning, destruction etc.). Clients can visit the vault at any time and as the vaults are located deep within our records centre they are accompanied by a member of our operations team.

Yes, we will put in place an SLA and offer out-of-office retrieval which includes weekends and public holidays.

Yes, we can devise a solution to suit your requirements and have assisted clients with moving their data currently stored on LTO tapes to the cloud.

When the records are placed into storage for prepaid archiving, Glenbeigh Records Management will send you a destruction work order detailing the records and your chosen destruction date. Once you return a signed copy of the destruction work order we store it in your client file and set a reminder on our system to shred the records on the chosen destruction date.

The invoice is raised after you place the records into storage. This ensures the correct quantity of archive boxes is billed for.

Yes, instead of cataloguing each file within the box a description of a box can be captured detailing the contents of the box. If a box contained invoices from 2024 for example, the box description could be captured as ‘Invoices - 2024’ and cross-referenced to the box barcode number placed on it.

If the file is barcoded provide the file barcode number to our operations team via authorised email or process the scan-on-demand request using oneilOrder. If the file is not barcoded provide the box barcode number the file is contained within along with a file description to our operations team. This will assist the team in identifying the file within the archive box when they go to pull it from storage for scanning.

We can upload them to your oneilOrder account or our secure file-sharing platform and send you a password-protected link to download.

The documents can be securely delivered back to you, stored within our highly secure storage facility, or confidentially destroyed.

We recommend that the index should incorporate the information needed to retrieve the file in the future. For clients that have an existing file database of the files to be scanned, we can use this database to index the scanned files by linking them with our barcodes. Where a file database is not available our experienced data entry team can carry out the indexing pre-scanning or post-scanning.We can also make each scanned file text searchable.

Glenbeigh Records Management is GDPR compliant and has an Information Security Management System (ISMS) in place which is certified with the globally recognised ISO 27001 Information Security accreditation. We have a complete suite of security procedures, and the infrastructure required to protect both client and company data. These procedures are regularly audited as part of our certification and full details of these procedures are available upon request.

Simply submit your details and we will create an account. As soon as we issue your PO box address it will be ready to receive your mail.

Yes, Glenbeigh Records Management’s Cheque Deposit Service facilitates the banking of cheques within 24 hours.

Yes, we can integrate our service with a digital platform that you currently use and distribute the mail accordingly.

Our large format scanners can output scanned images up to 1,200 dpi.

Glenbeigh Records Management will provide archive boxes and box barcodes. A box barcode is placed on the archive box and the books are placed within it. The details of the books can be cross-referenced to the box barcode number on your database to facilitate retrieval of an individual book if required. Each book can be barcoded too (with book barcodes). The boxes are then collected and securely transported to our facility.

Yes, our team can deliver the scanned file in the ePUB format.

Glenbeigh Records Management will provide archive boxes and box barcodes. A box barcode is placed on the archive box and the microfilm reel boxes are placed within it. The details of the microfilm reel boxes can be cross-referenced to the box barcode number on your database to facilitate retrieval of an individual microfilm reel if required. The boxes are then collected and securely transported to our facility.

We have dedicated team members who specialise in scanning microfilm, microfiche, and aperture cards.

Yes, we can provide yellow shredding bags or lockable wheelie bins to store paper waste for a once-off shredding collection.

Yes, we can collect archive boxes full of documents for offsite document shredding. This will save you from having to empty the documents into our yellow shredding bags or lockable wheelie bins.

Hard drives, LTO tapes, and discs are accepted. PC towers, screens, keyboards, and laptops are not accepted.

Low-oxygen storage is a specialised environment where oxygen concentrations are maintained below the fire ignition point. In these conditions, a fire cannot start or spread. This provides continuous, passive fire prevention without the need for traditional suppression systems like sprinklers or gas discharge, making it ideal for protecting valuable and irreplaceable records.