Financial Records Storage
CAS are experts at storing, transporting and managing sensitive documentation such as financial records. We have an extensive experience of working with organisations whose document archive arrangements are demanding. We ensure that your organisation fulfils the obligations set out by the Financial Conduct Authority (FCA). We are fully compliant with the new General Date protection Regulation (GDPR).
Secure financial record storage
CAS provides expert off-site storage of sensitive documents and archive facilities (including medical records archive). Outsourcing your sensitive document archive to CAS presents an opportunity to save space, increase the security of records, and provide digital access to up-to-date live files within your document archiving. Fill out the form and we’ll be happy to give you a quick quote for your record storage needs.
GDPR compliant and ICO registered
Fully prepared for the General Data Protection Regulation (GDPR), we are compliant with the Data Protection Act 1998 and registered with the Information Commissioner’s Office (ICO), registration number Z1281061
Advanced security and confidential storage of financial records
Our secure financial record storage facilities have securely gated perimeter fences with round-the-clock security patrols and advanced CCTV. We have fitted environmental controls and advanced fire protection systems throughout all the facilities. Our dedicated fleet is GPS-tracked for document transfers. All of our document-handling staff have been approved by the Disclosure and Barring Service (DBS), formerly known as the Criminal Records Bureau. And CAS is fully compliant with the Data Protection Act 1998.
State-of-the-art financial and business document identification
We take information management very seriously, which is why CAS deploys Radio Frequency Identification (RFID) to individually bar-code and scan storage boxes across all our storage facilities. 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 systems support UK and EU compliance regulations for privacy, while 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, and a secure audit trail of all clients’ transactions.
Digitisation and live file storage for accounts records and financial documents
CAS has developed processes for efficient live file storage. This allows clients with a need for off-site storage to store their documents safely but also to work with them on a continuing basis through our scanning-on-demand service Many of our clients who hold sensitive data use this storage option regularly. We recommend that all documents that are in current use are scanned to produce a ‘live’ digital copy which can be accessed via CAS Cloud (see below).
Accessing digitised financial documents via CAS Cloud
CAS has developed a fully hosted, digital system with customised search criteria to enable administrators to access sensitive documents remotely from anywhere in the UK. CAS Cloud runs on a bank of dedicated high-grade servers in a bespoke and highly secure array at our HQ. Once your documents have been stored in CAS Cloud, any activity performed on them is recorded. This comprehensive audit trail remains for the life of the material. This complete record of activity means your compliance concerns become a thing of the past.
RFID systems support strict compliance regulations — including UK and EU privacy requirements, and (in the case of financial records) Sarbanes-Oxley (SOX). By providing customers with audit reports that confirm and validate the location of every RFID carton in storage, we can help you assure regulators that you are handling sensitive information appropriately. How we digitise financial documents and accounts records STEP 1. Secure financial records storage We will transfer your financial documents to our secure records storage facility. Files are packed in date-order for efficient on-demand retrieval later. Each file/box is coded, which identifies the specific records contained and makes retrieval easy and accurate. Boxes are scanned when deposited or removed from storage, and the information is catalogued to provide an accurate audit which can itself be accessed 24/7. STEP 2. Scan-on-demand financial records Our scan-on demand service lets you store records until they are needed. Within two hours of a file request, it is retrieved from storage, prepared for scanning by an experienced document management professional, scanned, coded and the digital record added to your virtual record archive. The original records are then returned to their storage box and replaced in the medical records archive. STEP 3. Access financial documents and accounting records 24/7 Your authorised personnel can then log-in to a bespoke online portal to retrieve patient notes as and when needed. Search for documents by patient name, date of birth, file number, NHS number, or item ID. No special software is required. Any activity performed on the digital file is recorded. This comprehensive audit trail remains for the life of the material and delivers compliance with data management legislation and the General Data Protection Regulations (GDPR). STEP 4. Enjoy more space and less admin By relocating files to our secure financial documents storage facility and digitising active files, you’ll reduce time spent on administration, improve data accuracy, and free up expensive office space.
High-level international accreditation
Our commitment to excellence is demonstrated by our accreditations. 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 appropriate attention and protection is given to the processing and management of document file storage.
- ISO 9001:2015 Quality Management
We recently introduced Radio Frequency Identification (RFID). RFID is a new electronic system which provides levels of accuracy and efficiency far beyond standard barcode management.
- 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
FCA-regulated companies – Financial document storage
CAS is a leading provider of financial records storage and secure document management services. From credit cards, bank accounts and mortgages, to loans, savings and pensions, virtually every adult in the UK is a consumer of financial services. We can help FCA-regulated companies demonstrate that they conform to the highest standards of integrity in terms of the security of business and customer records. “We cannot speak more highly of CAS, they are very professional and have been extremely pro-active and efficient in solving our storage needs.”
Stockbroking company, London
If your company holds sensitive data, and you are thinking of offsite document storage options, do not hesitate to contact us on 0845 50 50 003.