record management plan
We analyse your current document management and agree a plan that will give you up to date access to your records and will alleviate you from the regular costly exercise of fixing the build up of filing problems.
Our culling plan comes in 2 parts.
Standard Management Program carried out on a daily/weekly/monthly/annual basis, so that your files are never out of date, so as to create maximum efficiency, for ease of access and use by your staff.
Project Management Program where we refurbish and bring up to date your file management on a project basis. This is commenced in conjunction with the Standard Management Program.
We will sort through your file rooms, archive boxes, patient or client files and paper filing to determine what requires scanning, storing or shredding. We will appropriately assign and/or check labels and indexing of files to ensure secure tracking and storage of files.
We minimize the time you spend doing this and the necessary staffing and training issues. Ultimately, saving you time and money.
We are digital document and imaging specialists. We have experts in the conversion of paper and electronic business information for subsequent integration into archival, data processing and document management systems.
Using our high speed production colour and monochrome scanners our staff can prepare, scan and index huge volumes of paper each day. This means that not only are our prices highly competitive but our ISO 9000* standards means we never compromise on quality or service.
The images are prepared, scanned and processed into multi-page PDF or TIFF images.
They may be scanned in double sided portrait, on high speed scanners, with auto blank deletion activated.
They may also be rotated as required.
The images will then be saved according to your plan, which may include CD or portable hard drives.
At anytime prior to the commencement of scanning, you may change your requirements.
Patient & Client Index Management
Our system provides a number of cross reference points so that your staff are able to search under many criteria i.e. MRN, name, DOB and others. We can add other indexing points to suit your special requirements.
It is 2 business hours for files we are processing and 4 business hours for files we are physically storing, once you complete the Retrieval Request Form.
We barcode and track every box that arrives and as it progresses through the system. It provides ‘at glance’ overview of projects in current production, as well as job booking and scheduling.
We deliver a superior service at the lowest possible price. Our experienced team of staff, combined with the latest technology, ensures a quality records management solution.
Our service will ensure your clinic or office will not be cluttered with boxes and files. With our secure warehouses your files remain confidential, whilst only being a click away with our web based request service.
Your files will be stored at a modern and secure, purpose built facility, where trained staff will maintain your records in accordance with all legislative requirements. Temperature, ventilation and humidity are monitored and inspected regularly to ensure the longevity of contents.
We are one of the few, who will take your old archive boxes ‘as is’. We will sort through & remove contaminated folders, plastics and metal binders and then shred the remaining paper. We minimize the time you spend sorting through boxes, ultimately saving you time and money.
We can also supply labour to sort through your archive files, to determine what requires shredding.
All shredded paper is baled on site and recycled.
This reduces tonnages to landfill and the energy required to break down recyclable paper, and the water, electricity and oil consumption (used in transportation and forestry) is also reduced by recycling. All of this helps reduce greenhouse gas emissions and the impact we have on the planet.
We also offer destruction of other materials such as computer equipment, which we endeavour to recycle after destruction.
Some methods are so comprehensive, that little material is recyclable post shredding.
We offer recycling collections both from inside your offices or at kerb or service entry.
Recycling bins are 240 litres in capacity with red lids and green stickers.
We will provide an Environmental report each quarter where required,that outlines the amount of paper that was recycled for the period.
Our service offers a reliable, secure service for the destruction of your confidential documents. We offer a premium floor clearance service on a scheduled clearance. Our drivers enter your office to remove and empty the bin and then return it to its original location, removing the hassle of your employees having to.
Paper is removed from your offices in locked bins and emptied into our compactors. It is then transported to our facility where the paper is cross shredded to ASIO T4 standards, baled and recycled.
Certificates of Destruction
Certificates of destruction are available stating that all your material collected during the period has been securely destroyed. Service dates and bin numbers are itemized for easy reference.
E-Waste and Media Destruction
The two major issues for computer disposal are the security and the recycling of the items. We securely remove E-Waste from inside your workplace, sort the items, remove the hard drives to be shredded, disassemble the hardware and the final result is to divert up to 95% of your waste from landfill. A report is also available.
Media Destruction bins are also available for your staff to utilize to dispose of DVDs, CDs, computer discs or any other software.
These Media Destruction bins are available on short term and permanent arrangements. They are, locked 240 litre bins, clearly marked for “Media Destruction”. We are not aware of any material that we cannot destroy or dispose of securely.
Folders or binders cannot be placed in secure or recycling bins. To save double handling, we offer Office Waste bins which you can utilize for this sort of rubbish. Office Waste bins are 240 litre bins.
Digital Surveillance Camera System
The 24-hour digital surveillance system records to a computer hard drive, allows us to have a visual history of any vehicles movements at our facilities.
This information is kept for a number of months after the event & can be used for your reference at any time.
Our facilities have smoke detectors, CCTV and back to base alarm systems that utilizes a 24 hour armed response.
Additionally, the drivers have passed police security checks, and are trained to protect your information.
The drivers are uniformed and the purpose built vehicles ensure the protection of your information at all times.
T4 ASIO Security Accreditation
Our destruction services are T4 security accredited with ASIO. This is the government’s security agency & involves their representative inspecting the procedures, transport arrangements, staff, site security and the destruction process.
This accreditation assures that you can trust that the process is secure from start to finish. The vast majority of Public Companies, State & Federal Government departments demand this T4 accreditation to comply with tender minimum K.P.I.’s in relation to security.
The purpose built compactors, have an additional seal that ensures that all paper in the compactor remains there.