Cataloguing Records
Our cataloguing records service is provided by experienced members of our team who capture agreed information from all files placed within an archive box and record it on a database.
This service can be conducted onsite or offsite and upon completion you will be provided with a complete inventory of your files which will enable you to efficiently manage them while in offsite storage.
Manage Records Efficiently
The agreed information or indexes our team captures from each file can be searched on the database/catalogue at a future date to identify and action services on individual files including physical retrieval or scan-on-demand.
Set Retention Dates
Our service ensures record retention dates are captured on the database in line with your document retention policy. This can be done on a box or file level. Our approach ensures files with the same retention date are placed in the same box. A destruction work order can then be created for this box on that retention date and actioned upon receiving signed approval.
Access Full Database Online
The completed database can be uploaded into our records management software. This software has a client portal where you can access your complete record database; action requests; and generate reports on all activity. Multiple users can be provided varying access privileges.
GDPR Considerations
Under GDPR, individuals or “data subjects” have several rights related to Personally Identifiable Information (PII) organisations collect on them, including access to their data, rectification of their data and erasure of their data. To comply with GDPR organisations need to first get a full understanding of the PII that they hold and then determine how it can be accessed.
Our cataloguing service can capture indexes from files containing PII ensuring you can swiftly identify them at a future date and comply with GDPR related requests. These files can be securely stored within unique locations in our document storage facility and made available for prompt retrieval or authorised destruction when their retention date is reached. A full audit trail on all file movements is also available.
How It Works, Step By Step
Archive boxes and box barcodes supplied
The box barcodes will be pre-assigned to your account and by placing these on individual boxes they can be tracked using our records management system.
Archive box is assembled and the box barcode is placed on it
There is a dedicated space on the side of each archive box for the box barcode label.
Files organised by retention date
Place files with the same retention date into the same archive box. This allows the entire box to be shredded when the box reaches its retention date which saves individual files from having to be pulled for destruction.
Archive boxes collected
The driver arrives and scans each box barcode using a mobile barcode reader. This is where the audit trail starts. The boxes are loaded onto a GPS-tracked GRM vehicle and securely transported to our storage facility.
Indexes identified on file and recorded on the database
The required information from each file is captured by GRM. Typical fields of information include file barcode number, file name, file number, and date for example. This information is cross-referenced to the box barcode number.
File placed within archive box
The boxes are then moved to uniquely barcoded storage locations and our records management database is updated to reflect these locations.
Benefits of Cataloguing Records
- Benefits of Cataloguing Records
- Efficiently search for files in storage.
- Retrieve individual files from storage.
- Identify files in storage that are due for destruction.
- Audit the movement of individual files.
Gain A Full Inventory Of Your Files And Commence The Audit Trail
Request a free quote
Talk to a specialist today on 1800 946 398
In our experience, there are frequently asked questions (FAQ’s) about cataloguing records.
