For many organisations, deciding on what documents to archive is a headache. We talked in a recent blog about the importance of having a document retention schedule, so that all staff know how long and why to keep records. Of course, there are some documents which only need to be accessed once in a while. But what about documents which you need to access regularly or even daily? It might seem at first glance that offsite storage is not an option. But here’s where CAS’s live file storage service comes in to its own.

Live file storage, the best of off-site storage

With live file storage our clients can solve the problem of how to work remotely with regularly used documents. It allows our clients to store their documents offsite but to work with them on a continuing basis through secure online access. With our fully hosted live-file storage system, records that are in constant use can be retrieved, updated and returned to storage 24/7.

All of our clients’ needs are different, and we pride ourselves on catering to your specific requirements. We offer maximum flexibility and ease of access to your files. Authorised personnel can access records remotely from anywhere in the UK. This is delivered by an advanced and totally secure, password-protected online portal. CAS’s online file storage system also comes with customised search criteria.

Securely stored and readily available documents

We’re hugely proud of the level of security which we maintain at all our off-site storage services. After all, we know how important it is that your documents are safe. Our storage facilities have gated perimeter fences, 24/7 security patrols and advanced CCTV. We control entry to the warehouses within these facilities with vandal-proof fingerprint access terminals. And we’ve fitted environmental controls and advanced fire protection systems throughout each of our warehouse facilities.

What’s more, we perform background checks on all CAS document-handling and security staff. We utilise the Disclosure and Barring Service (DBS, formerly the Criminal Records Bureau or CRB) to ensure our staff are the best. They can quickly and accurately locate your documents wherever they are in our warehouses, whenever you need them. And they know the importance of ensuring that you meet all your data protection requirements. We’re fully compliant with the General Data Protection Regulation (GDPR), and can help make sure all our clients are too.

For a case study on live file storage, find out about our work with the Cambridgeshire Community Services NHS Trust (https://cas.ltd/nhs-trust-chooses-cas-to-store-confidential-patient-records).

Live file storage fits neatly with other CAS services

As well as live file storage, CAS has a suite of document archiving and storage services. With scanning-on-demand, you can be even more efficient about only creating digital copies of the documents which you need on a regular basis. Meanwhile, for a more comprehensive secure document management system, CAS-Cloud allows global access to documents, and easy file-sharing between users.

Contact one of the CAS team now to discuss how live file storage and our other document management services are suited to your organisation’s needs.

About CAS document storage and data management services

CAS provides comprehensive and secure document storage and management, scan on demand, and facilities management services. For more than 20 years CAS has worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of international certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to providing innovative systems on security, confidentiality and quality control, to keep your files safe and well-managed.