Medical & Financial Records Storage

We are experts at storing, transporting & managing patient records, financial documents and sensitive information.

Call today on 0845 505 00 03

Medical and Financial Records Storage

CAS are experts at storing, transporting and managing sensitive documentation such as medical and financial records. We have an excellent track record of working with organisations whose document archive arrangements are complex and demanding – and ensuring that your organisation fulfils the obligations set out by your regulator, whether that’s the Care Quality Commission (CQC) or the Financial Conduct Authority (FCA). This fits into our broad range of storage services.

 

How CAS handles sensitive records

Secure document 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.

Advanced security and confidential storage of sensitive records

Our secure record storage facilities have secure 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 document identification

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

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 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.

Compliance

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.

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

We have consistently met management processes that reduce our impact on the environment and contribute to sustainability on both a regional and national level.

 

What this means for your organisation

NHS Trusts – Medical records storage:

Storing medical records securely off-site in CAS warehouses is not only cost-effective, but thanks to our RFID and live-file storage systems, it is highly efficient. CAS also supplies a full range of the Lloyd George medical records storage boxes. Given the large number of archives documents which many healthcare bodies hold, we can help NHS Trusts to ensure that their medical records storage is in the best possible shape to help deliver excellent patient care. Meanwhile, CAS’s professional document handling teams give you the peace of mind that your organisation complies with the 2014 NHS England Confidentiality Policy.

Read our case study on how we relocated and digitised over 20,000 confidential client health care files for the Cambridgeshire Community Services NHS Trust.

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 Clarks, 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.

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