Just for the Record. Records Storage. Backup Storage. Image Processing. Software. Consultancy PAGE 1

Transcription

1 Just for the Record Records Storage Backup Storage Image Processing Software Consultancy PAGE 1

2 THE GLOBAL TREND Businesses and organisations today, irrespective of their size or sector, all face the same challenge; how best to manage the growing volumes of records and information they produce. Legislative and regulatory changes are also contributing to the challenge. PROTECT YOUR BUSINESS The effective management of your information and records is a legal requirement, which if not adhered to, can lead to significant financial and legal ramifications. Research suggests that 19 out of 20 companies who suffer major information loss will go out of business. Good records and information management can lead to reducing risk and increasing competitive advantages, cost savings, operating efficiencies and significant improvements in the service you provide to your customers. WHY WAIT OR TAKE THE RISK... LEAVE IT TO THE PROFESSIONALS Metrofile is the market leader in records and information management providing endto- end outsourced, in-sourced and co-managed solutions that offer you peace of mind in knowing that your information and records are being handled securely, efficiently and cost effectively. RISK MANAGEMENT MITIGATIONS Access control at entrances to all premises, which is manned by outsourced security guards Biometric access control for all staff members, critical controlled areas have additional biometric access Perimeter controls, including electric fences and security guard patrols 24 hour security, CCTV monitoring at critical access points Formal barcoded lock down procedures in place (where all facilities are locked down at the end of the day and the power supply in certain areas are shut down) Almost no electricity in warehouses in order to reduce potential fire ignition sources Early warning fire detection in facilities, which is continuously upgraded as part of the asset management programme. These include high sensitivity aspiration systems Various automatic and handheld fire suppression systems in place, which include automatic sprinkler systems, fire hydrants, hose reels and extinguishers. Gas suppression systems are in place in vaults Business continuity plans are in place and are updated and tested annually PAGE 2

3 RECORDS STORAGE AND MANAGEMENT ARCHIVE STORAGE AND MANAGEMENT The storage and management of large quantities of inactive and semi active records is a specialist business. Metrofile s considerable experience which has been developed over many years, ensures that this area of your business is handled professionally. Our solutions cater for the effective management of documents and records throughout their life-cycle. This encompasses packing, collection, indexing and storage in our purpose-built warehouses, as well as retrievals and deliveries upon request. PAGE 3

4 KEY FEATURES: EFFICIENT Highly trained personnel use advanced systems to ensure that service is prompt and efficient. We constantly review and upgrade our systems to meet the specific need of our clients, providing telephone, fax and Web-based communications and delivery alternatives. CUSTOMISED Delivery options are designed to suit customer specific requirements, ranging from an express service through to an economy delivery for those records which are not needed immediately. Documents in transit are protected using satellite surveillance systems. USER FRIENDLY Metrofile will pack, index, sort and purge files on your behalf using qualified teams on your premises. User training is available for customers who elect to pack and index themselves, using our online indexing facility. CONVENIENT Metrofile s sophisticated labelling, indexing, search, retrieval, tracking and re-filing system guarantees quick and easy access to your records and at short notice. COST EFFECTIVE Office space is too costly to be wasted on storing inactive records. Metrofile s service offering is a costeffective alternative, freeing up valuable space for more appropriate usage. SECURE All containers are randomly located and anonymously bar-coded. In addition, they may only be accessed by authorised personnel using our sophisticated software system. Storage facilities are monitored on a 24-hour basis and are equipped with comprehensive fire detection and prevention equipment. All our facilities and equipment are actively managed and regularly maintained to sustain the highest possible standards. BENEFITS Minimises business and organisational risks associated with poor records and information management Ensures optimal resource utilisation by reducing staff time spent on non-core activities Contains and reduces costs associated with the use of valuable office space to store records Facilitates better customer service through improved access to records and information Ensures compliance and minimises the loss or misplacement of records PAGE 4

5 ARCHIVAL FILING PRODUCTS Metrofile s range of filing and storage products has been designed to enhance the secure and safe storage of your records. In addition, these products are manufactured to the highest industry standards. A few considerations that should be taken into account when choosing files or boxes are: EASE OF USE Boxes and files are user friendly Boxes are easy to assemble Allowance to record contents on the box or file FREQUENCY OF MOVEMENT Files and boxes should resist wear and tear when in use Hand holes will need to be reinforced to prevent tearing Lids will need to fit tightly and securely LONG TERM STORAGE Boxes and files should be suitable for long term storage Boxes should be sufficiently strong to hold up to 12kgs Boxes should be stackable to save space ENVIRONMENTAL ISSUES Recycled paper and paper from sustainable forests must be used in the manufacture Ideally items should be of a natural colour ie. no Chlorine is used in the manufacturing process PERMANENCE Files and boxes should conform to ISO and industry standards Boxes and files should be chemically and physically stable over time STORAGE BOXES 430 x 325 x 250mm Suitable for A4 files and documents 430 x 325 x 360mm Suitable for Lever Arch files STORAGE WALLETS 305 x 75 x 240mm 305 x 240 x 100mm 410 x 235 x 100mm STORAGE TUBES 925 x 80mm 1050 x 101 mm Suitable for engineering drawings, building plans etc STORAGE EXTRAS File Backers 306 x 220 x 1.5mm A3 Confidential Document Bag ACTIVE FILING BENEFITS The management of active records, both physical and electronic, throughout the document lifecycle catering for retention periods and ultimate disposal. Our solutions are scalable from SME to enterprise and can be implemented at the client s premises or outsourced to Metrofile. This track and trace system prevents misfiling or lost documents and also allows for interfiling and additions to live physical files with full audit trail capabilities. The feature cross-referencing electronic images to the physical file assists clients in migrating to the digital age. OUR SERVICES INCLUDE: Minimises business and organisational risks associated with poor records and information management Ensures optimal resource utilisation by reducing staff time spent on non-core activities Facilitates better customer service through improved access to records and information Ensures compliance and minimises the loss or misplacement of records due to tracking capabilities. Allows for multiple immediate access and audit trail FILING STATIONERY Sorting and packing Capturing and indexing On-site and off-site active file management PAGE 5

6 IMAGE PROCESSING Metrofile offer specialist solutions of converting paper based documents or microfilm to digital data. In addition the reverse process of converting digital formats to microfilm for archival storage is also available. Therefore Metrofile essentially caters for all permutations of microfilming, scanning and computer output to microfilm (COM) solutions. Our vast experience in conducting large projects as well as our national infrastructure allows us to assist clients to digitise their records at our processing centres or alternately at their premises. KEY SERVICES DIGITAL SCANNING Our digital scanning services offer our clients the option to convert various different types and sizes of media into digital copies which can be backed up and viewed through our hosted environments or locally installed Metrofile solutions. The conversion process can be carried out by Metrofile through either an Outsourced or Insourced basis whereby Metrofile performs the conversion on our client s behalf. OUTSOURCED SERVICES The process takes place in a strictly controlled environment. Hosted solutions provide the final product to be held and managed on Metrofile s systems. Alternately, it may be loaded directly onto the customer s systems. This option is only limited by bandwidth availability in terms of costs, capability and efficiency. INSOURCED SERVICES In this case a bureau, including the complete infrastructure and staffing, is established on a customer s premises. Metrofile manages the process and the client has electronic access to their data and information as and when required. CO-SOURCED SERVICES A customised combination of outsourced and insourced. PRODUCTION FILM DIGITISATION (SCANNING) We cater for production scanning of roll film, fiche or aperture cards for the rapid digitising of high volumes of data. Using digital verification higher volumes can be accurately processed than is possible with traditional microfilm techniques. Applications include file conversion of microfilm archives to electronic document management systems, and the automation of document scanning when assorted input is involved. By microfilming the mixed media to produce standard images on roll film, to produce standard images on roll film, it is possible to digitise the roll automatically at high speed. An additional advantage of this method is the production of a film showing the input in its original form which serves as a legally accepted archival record. PAGE 6

7 COM RECORDING When documents need to be available for instant access, it is logical to hold them in digital format within electronic document management systems, but the period of peak activity is usually of relatively short duration. Thereafter, the need for retrieval remains a possibility, but in many applications the majority of the documents will never be referenced again. available. The master films should be preserved in a remote archive, but exact copies can be produced inexpensively for use when access from digital storage is terminated. If a microfilmed document thought to be archival, needs to be re-input to an electronic document management system, it can easily be scanned and digitised. Readerscanners suitable for such applications can also produce prints via a laser printer if hard copy is preferable. COM also known as IOM (image output microfilm) offers a fast and economical method of converting digital files to proven and archival micro-formats. In many cases it is sensible to do this as part of the input process to ensure that an absolutely secure back-up is always COM recorders can emulate sophisticated laser printers to allow information on film to be recorded exactly as if the information had been printed to paper and then microfilmed. Raster data derived from document scanning can also be directly output to microfilm at high speed. BENEFITS You only pay for the information that has been processed You have control over your operating costs No capital expenditure is required Metrofile supplies the appropriate technology, relieving you of the management and cost of technology obsolescence Peaks and troughs in your business cycles and activity are catered for without any complex, costly restructuring You focus on your core competencies Provides compliant methods of records retention Improves access to information Allows multiple users access to information at the same time eliminates the need to duplicate documentation KEY QUESTIONS Do you require instant access to certain records? Do you require multiple instances of access either users, frequency, localities? Do you currently scan images using multifunction device? And if so do you know: The size of the image being produced could be 10 times what they should be, impacting your required storage space and efficiency Whether the image is indexed and stored in a location other than a user s own computer Are images scanned by your organisation compliant with legal requirements and can you produce the audit trail to verify this? PAGE 7

8 BACKUP STORAGE AND MANAGEMENT The backup of data using magnetic media remains the primary method of protecting a business valuable assets. Backups remain vital to business continuity and the effective day to day operation of all organisations. They play a key role in mitigating the risks faced by businesses and in providing valuable protection in the event of emergencies and disasters, as well as forming the cornerstone of all disaster recovery plans. As important as the need for regular and scheduled backups, is the need to store the backup media in a secure, remote and climatecontrolled offsite location away from the original data. To assist businesses to do so, Metrofile offers an effective management and rotation service that ensures backups are undertaken according to agreed schedules and that backup media is kept off-site in secure and environmentally controlled environments. We provide consultation, implementation and management of all aspects of your backup requirements, including online backup, disaster recovery and business continuity services. KEY FEATURES The key advantages of using Metrofile s offsite backup media storage: Reduced risk Backups are stored in fireproof vaults that conform to SABS standards All facilities are protected by SABS approved fire detection and prevention systems Access to all media vaults is restricted and password controlled All vaults are burglar alarmed and guarded 24/7 365 days a year All Metrofile vehicles are monitored by satellite Vehicles are dual manned and are never left unattended ACCESS CONTROL Access to media is password controlled Secure barcoded operated open rack and container systems Scheduled collections Unscheduled collections available 24/7 365 days a year EXTENDED MEDIA LIFE Vaults are dust free, humidity and climate controlled Vaults are purpose built PAGE 8

9 STORAGE OFFERINGS CONTAINERS Securely locked, foam lined and waterproof containers Containers locked and sealed at customer s premises ensuring security and confidentiality of contents Various size containers available depending on your requirements, including unique specially designed CD containers COURIER BAG SYSTEM Unique, standard sized courier bag holding up to 4 magnetic tapes Metrofile branded courier bag ensures peace of mind security OPEN RACK Open rack storage system that ensures immediate retrieval of specific tapes CCTV monitored for total security Cost effective as the customer is charged per tape managed KEY QUESTIONS Are you backing up all critical data? Are your backups stored away from your business? Have you tested the restoration of your backups? Is the environment in which you store your backup media temperature and humidity controlled, and secure? PAGE 9

10 RECORDS MANAGEMENT SOFTWARE All businesses and organisations are faced with an ever increasing and often problematic task of how best to manage the burgeoning volumes of information and records that they produce and hold, be it in paper or in electronic format. The situation is being made increasingly complicated by improving access to and advances in information technology, whilst legislation and regulations driven by the growth in consumerism, fraud and corporate failure are also playing their part. Effective records and information management has never been so critical, nor the stakes so high. Get it wrong and it can be costly, or worse still, result in corporate failure. Get it right, and it can lead to substantial efficiencies and financial saving. Sophisticated enterprise management solutions that facilitate the management, storage and access of both physical and electronic records. Solutions offered are suitable for the management of all record types internally, across networks and the web. Additional software modules enable storage of images and multiple user access to repositories. Developed locally, solutions can be integrated with most databases, accounting packages, administrative and line-of-business systems. A full range of input capture, scanning, storage, distribution, integration, business process management, on premis and secure cloud hosted services and solutions are offered. BENEFITS You only pay for the information that has been processed You have control over your operating costs No capital expenditure is required Metrofile supplies the appropriate technology, relieving you of the management and cost of technology obsolescence Peaks and troughs in your business cycles and activity are catered for without any complex, costly restructuring You focus on your core competencies Provides compliant methods of records retention Improves access to information Allows multiple users access to information at the same time Eliminates the need to duplicate documentation KEY QUESTIONS Do you require instant access to certain records? Do you require multiple instances of access either users, frequency, localities? Do you currently scan images using multifunction device? And if so do you know: The size of the image being produced could be 10 times what they should be, impacting your required storage space and efficiency Whether the image is indexed and stored in a location other than a user s own computer Are images scanned by your organisation compliant with legal requirements and can you produce the audit trail to verify this? PAGE 10

11 RECORDS MANAGEMENT CONSULTANCY Information is a key asset to any organisation and Metrofile can assist clients in developing records management policies, file plans and associated strategies to ensure risk is mitigated and legal compliance is adhered to. SOFTWARE INTEGRATION Metrofile also has extensive experience in the integration of the company s software into existing line of business processes, allowing clients to leverage off legacy systems. RECORDS MANAGEMENT POLICY A set of defined rules encompassing all aspects of record management and storage. RECORDS CLASSIFICATION SYSTEM A system to ensure that record types and file taxonomies are built correctly. RETENTION GUIDELINES Guidelines are designed to ensure that records are kept for precisely the correct length of time in accordance with legislation and registration requirements. INTEGRATION PROCEDURES Procedures to ensure that records management is integrated into all applicable line-of-business systems. CONFIDENTIAL RECORDS DESTRUCTION Clients are provided with secure storage bins placed at strategic points in their offices. Custom built shredding and collection vehicles regularly visit each client to empty and shred the contents of these storage bins, either at their premises or at our warehouses. The destruction protocol is in accordance with the strictest international standards and is ISO 90001and NAID AAA certified which is the highest certification available in the shredding industry. These exceed the most stringent US and European standards and comply with the POPI Act security principles Destruction by way of managed paper-recycling is also offered. PAGE 11

12 Call: +27 (0) PAGE 12