Prepaid Archiving
Our prepaid archiving solution is a one-off cost for the collection, tracking, offsite storage, and future destruction of your records. It can also include the provision of supplies, packing and barcoding of archive boxes, or cataloguing of your records.
This solution is typically suitable for clients closing a branch or bringing a project to a conclusion, such as a clinical trial, while at the same time requiring secure long-term storage for their records.
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. GRM can provide standard archive boxes if required.
Files catalogued and boxed
The details of each file placed within a barcoded box are recorded on a database and cross-referenced to the box barcode number. GRM offer an onsite and offsite cataloguing service should the requirement arise.
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.
Archive boxes are securely stored
During unloading the box barcodes are scanned using the mobile barcode reader to the barcoded loading bay location. The boxes are then moved to uniquely barcoded storage locations and our records management database is updated to reflect these locations.
Files made available online 24/7
Even though records are stored in our facility, with our online portal clients maintain full control by being able to track their entire records inventory, update or add new inventory information, action services, and access activity reporting instantly.
Physical archive box or file retrieval
Retrievals can be ordered online or via authorised email. Our operations team create a delivery work- order, pull the records from storage, and securely deliver them within the required timeframe.
Advance Invoice Created
The invoice covering the delivery of supplies, the collection of records, a specified storage term, and the eventual destruction of the records is issued.
Destruction at the end of the records lifecycle
The destruction work order for a future destruction date is created when the records are put into storage. This must be signed by an authorised signatory and returned to allow the boxes to be securely destroyed on the specific future destruction date.
Benefits of Offsite Document Storage
- Increase security
- Retrieve on-demand
- Improve efficiency and productivity
- Maximise office space
- Enhance traceability
- Control access to authorised personnel
- Enable disaster recovery
- Comply with legislation
We Manage Records For Over 750 Organisations Throughout Ireland
Initiate the process today by requesting a free quote
Or talk to one of our friendly experts on 1800 946 398
In our experience, there are frequently asked questions (FAQ’s) about prepaid archiving.
