There are many organisations which have to consider their requirements for document storage. As well as needing regular access to a range of different types of document, these organisations must also take their responsibilities seriously under GDPR. Universities are no exception to this rule. With an annual churn of students, they need to make sure that all their paperwork is kept up-to-date. And while universities often have extensive file servers for students and staff to store digital documents online, they may still have to retain paper records which need to be stored centrally. Luckily, CAS is on hand to take the hassle out of university document storage.
Off-site document storage which frees up university office space
Many universities struggle to find storage space for all their paper documents. Student numbers in the UK have grown substantially in recent years. Many academic institutions have therefore come up against constraints in the size of their central administration offices. For those universities which rent their office space, this element of cost is often hidden within the overall rental bill. But even if universities have buildings which are part of an endowment, they may have restrictive covenants on being able to increase the size of offices. That’s why several academic institutions have chosen CAS’s off-site university document storage service.
By using CAS’s storage facilities, universities can benefit from lower rent and facilities costs by being able to rationalise their administrative office space. We have a network of advanced storage centres across the UK. And we provide a digital document storage service too. With our CAS-Cloud document management system, universities can back up paper documents with a fully-searchable digital archive. Depending on the size of the archive, this can be made even more cost-effective with our scanning-on-demand service.
Your university’s security is our priority
We know how important it is to prevent personal data breaches under GDPR. Universities often hold large amounts of personal data on their students and staff, so it’s essential that they protect this carefully. At CAS, we continually strive for the highest levels of security in our university 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. All CAS document-handling and security staff have been checked by the Disclosure and Barring Service (DBS, formerly the Criminal Records Bureau or CRB).
It’s also essential to have a searchable archive – and to get the right documents quickly. If you sign up for our university document storage service, you can choose Radio Frequency Identification (RFID) for your documents. RFID is one of the most advanced systems to track clients’ records and provides new levels of accuracy and efficiency far beyond standard barcode management. RFID asset tracking means faster, more cost-effective report generation.
So much more than university document storage
Universities are just one of the types of institution we deal with on a daily basis. 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 their needs, we can provide a range of document storage and facilities management services to suit them. That’s the CAS way.
To find out more about our university document storage service, contact one of the team today.
About CAS university document storage
CAS provides comprehensive and secure records storage, 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. This is further supported by our advanced storage centres across the UK. CAS has an impressive array of international certifications (ISOs). These 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. Together, these guarantee that we keep your documents safe and well-managed.