Vault Storage
Deep within our records management facility we have developed several industry-leading document storage vaults. These vaults are ideally designed to store highly confidential material, disaster recovery programs, title deeds, and documents requiring long-term preservation or those requiring special environmental conditions.
We have a combination of client-specific vaults and shared vaults. Clients who choose to avail of a shared vault only pay for the storage space they use.
Fire Retardant Structure
As standard, each vault is protected by a two-hour fire-retardant wall structure and a two-hour fire-retardant solid steel door that is access-controlled.
Pre-Combusion Fire Detection System
Our storage facility, including the area around our vaults, is protected by our state-of-the-art pre-combustion fire detection system called VESDA. This system detects fire in the incipient stages (before flames are visible) by detecting the products of pre-combustion in the air around the area about to ignite.
Fire Supression System
INERGEN IG541 is an inert gas comprising of 50% Nitrogen, 42% Argon & 8% Carbon Dioxide. In the event of a fire, INERGEN is immediately discharged through a piping network into the vault and rapidly extinguishes it by minimising the oxygen concentration until it reaches a level where combustion is no longer supported. Unlike some chemical gaseous fire suppression agents, INERGEN does not, and could never react with a fire to create extremely harmful toxic, or corrosive by-products. Additionally, it leaves no oily residue or deposits on the contents of the vault.
Climate Control System
Our environmental control system ensures that the temperature in our storage vaults is kept between 13 and 20 degrees, while it ensures humidity is kept between 35 and 60 degrees. Both temperature and humidity are recorded daily and any major variances are investigated immediately.
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 creates a delivery work order, pulls the records from storage, and securely delivers them within the required timeframe.
Electronic retrieval (scan-on-demand)
As an environmentally friendly alternative to physical retrieval, GRM offers a scan-on-demand service for records in storage. This involves the requested records being brought to our scanning department, scanned according to your requirements, and securely delivered.
Destruction at the end of the records lifecycle
When the retention date of a box is reached a destruction work order is created and sent to the client. Once signed and returned by an authorised signatory the boxes are pulled from storage and securely destroyed.
Benefits of 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
Added Benefits of Vault Storage
- Strengthens the protection of records with a fire-retardant structure and fire suppression system.
- Enables the preservation of records through a temperature-controlled environment.
Ensure The Protection Of Your Business-Critical Data Today
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 vault storage.
