Moving to a new office can be a complicated and stressful operation. It certainly takes a considerable amount of time and planning to make the process efficient. Often companies move into new premises only to discover that they are then unpacking a lot of unwanted or out-of-date records and files. So, to make the process streamlined and truly effective before you plan the office removal; first, manage your documents. And by manage we mean catalogue, digitise and then store the hard copies off-site. To do all that you probably need the services of a document management specialist. And that is where CAS can help.
At CAS we’ve provided cataloguing, digitisation and archive storage services for more than 20 years. Along with our office removal service, it’s our passion. Every client has different needs, and to accommodate that we offer a truly bespoke service. But here is the basic process for streamlining your document management, before you move.
Many organisations have stacks of documents but don’t have the time to organise them, often they may not even know what some files contain. So, in response to customer demand, CAS has developed a cataloguing and file organisation service. Our document management consultants are skilled in quickly, efficiently and discreetly cataloguing your files. After an overview of the volume and content of the files, and an initial consultation, our consultants will get to work and organise your files in a clear, systematic way. By the way, CAS are fully compliant with the Data Protection Act 1998. We ensure that all of our staff sign a confidentiality agreement; their references, identification and immigration status are checked; and they are profiled with the Disclosure & Barring Services (DBS).
Document scanning and digitisation
After cataloguing, 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). Required files are prepared for scanning by our team who remove extraneous items such as paper clips and staples, and individually scan each page including items such as added notes and post-its. The files are then scanned, coded and the digital record added to the virtual record library. The original records are then returned to their storage box.
CAS Cloud digital access
At CAS we offer a fully hosted, online system with customised search criteria that enables clients to access records remotely from anywhere in the UK. And as flexible and remote working becomes ever more popular, virtual access is becoming the foundation of modern working practices. CAS Cloud was developed specifically for our clients and is a completely secure and bespoke service. It 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.
Secure archive storage
Our document archive storage facilities are approved for use by NHS Trusts and FCA accredited financial services companies. Our facilities have gated perimeter fences, 24/7 security patrols and advanced CCTV. Environmental controls and advanced fire protection systems are fitted throughout. We run a dedicated fleet of GPS-tracked vehicles for office removals and document transfers. Throughout the storage facility, we use Radio Frequency Identification (RFID), which provides new levels of accuracy and efficiency far beyond standard barcode management. RFID systems support strict compliance regulations — including UK and EU privacy requirements and Sarbanes-Oxley (SOX) — by providing customers with audit reports that confirm and validate the location of every RFID carton in storage.
If you decide to keep your files on-site, our team will conduct a risk assessment to make sure your facilities are appropriate, safe and secure. If you do choose to store your documents with us, we will assign a unique ID reference number (which provides a secure audit trail), and we will securely store them in one of our warehouses. You will then be able to retrieve any documents, as you need them 24/7.
Office removal service
At CAS we have a team of office and commercial office removal specialists. Their mission is to listen to your exact needs and plan the perfect solution for your particular project. From selecting the right boxes and crates, through parking and access arrangements, to packing IT equipment and filling; we work with our clients to identify the key stages of the project. We can manage the packing and labelling of all items producing an inventory of furniture and equipment. Deliveries can be made on the same day, or packed trucks can be safely parked overnight at one of our secure storage facilities. We will deliver everything safely to your new office, and can arrange to do the unpacking too.
CAS has been awarded the following accreditations
- ISO 15489, Information and Documentation — Records Management
- ISO 9001:2015 Quality Management
- ISO/IEC 27001, Information Technology, Security Techniques and Information Security Management
- ISO 14001 Environmental Management
For a free, no-obligation quote, please contact our specialist team
About Clarks CAS
CAS provides comprehensive and secure document digitisation, information storage and facilities management services. For more than 20 years CAS have 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 provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed.