Document Storage Service
We are experts at storing & managing patient records, financial documents and sensitive information.
Call today on 0845 505 00 03
Document Storage Service
We have clients of all sizes, from small- and medium-sized enterprises, right up to NHS trusts and financial services providers. However big or small, CAS works with its clients to find out what they need. That’s why our document storage service, together with our other facilities and document management services, are accredited to the highest standards.
A hassle-free off-site document storage service which frees up office space
Many organisations struggle to find storage space for all their documents. In London and surrounding areas, increasing commercial and office rents feed through directly to higher costs of keeping storage on-site. But in most organisational budgets, this element of cost is simply hidden within the overall rent bill.
That’s why so many organisations have chosen CAS’s off-site document storage service. 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. By using CAS’s storage facilities, you can benefit from lower rent costs by being able to rationalise your office space.
And we provide a digital document storage service too. With our CAS-Cloud Document management system, you can back up your paper documents with a fully searchable digital archive. Depending on the size of your archive, this can be made even more cost-effective with our scanning-on-demand service.
Your security is our priority
At CAS we continually strive for the highest levels of security in our document storage service. We have a dedicated fleet of GPS-tracked vehicles to control all document transport to and from storage. Our storage facilities have gated perimeter fences, 24/7 security patrols and advanced CCTV. Security staff on the gate require anyone entering the facility to provide identification, and only authorised personnel are admitted. All CAS document-handling and security staff have been checked by the Disclosure and Barring Service (DBS, formerly the Criminal Records Bureau or CRB).
Entry to the warehouses within these facilities is controlled with Suprema BioEntry W2 outdoor vandal-proof fingerprint IP access terminals. This provides the latest algorithm coupled with powerful quad-core CPU and LFD (live finger detection) technology, with a rugged IP67/IK08 housing. Environmental controls and advanced fire protection systems are fitted throughout.
Document identification which is right up-to-date
If you sign up for our document storage service, you can choose Radio Frequency Identification (RFID) for your documents. RFID is one of the most advanced systems to track clients’ documents and provides new levels of accuracy and efficiency far beyond standard barcode management. RFID asset tracking means faster, more cost-effective report generation. It also enables comprehensive audits to be performed in close to real-time with 99.999% accuracy which is essential for effective records storage and compliance regulations (including the strict UK, US and EU financial–sector requirements).
International accreditations to give you peace of mind
Our accreditations and international certifications (ISOs) demonstrate a commitment to excellence in our document storage service. These ISOs prove our compliance with the strictest national, European and international laws. We are certified in four critical areas:
- ISO 15489, Information and Documentation — Records Management: CAS is the only document storage company in the industry to hold this ISO. This demonstrates that we have achieved all the requirements for the Records Management Industry, and that we give appropriate attention and protection to the processing and management of document and file storage.
- ISO 9001:2015 Quality Management: CAS’s system RFID systems are fully compliant with this ISO.
- ISO/IEC 27001, Information Technology, Security Techniques and Information Security Management: This ISO reassures you that we are compliant with every International regulation on surveillance, security and staff confidentiality.
- ISO 14001 Environmental Management: We have consistently met management processes that reduce our impact on the environment and contribute to sustainability on both a regional and national level.
Of course, our document storage service is also fully compliant with the existing Data Protection Act 1998. We’re also future-proofed for the forthcoming Europe-wide General Data Protection Regulation (GDPR), which comes into effect in May 2018.
If you’d like to find out more about our document storage service, as well as our other facilities management and document management services, contact one of the CAS team today