Document storage for central government
With multiple types of government records, managing them really is quite the challenge. Government bodies must correctly maintain them while managing different retention periods and getting their internal, statutory, and regulatory reporting responsibilities right in such a highly regulated environment. Ageing infrastructures and inefficient processes probably don’t help either when you’re under pressure to do more for less. In a nutshell, that’s a lot to manage.
For government departments, scanning is a vital service. For example, scanning to specified standards with metadata creation, naming and indexing of images, or the provision of specialist scanning including microfiches and registrar services documentation. Add to this the provision of bespoke document management solutions in support of the required services, and finally scanning incoming mail and processing to enable accurate distribution across the Government Department.
Document Management Challenges for Government
Delivering on digital strategy plans
Every department and ministry has a digital strategy, a digital team and community – getting paper to data in the right format and destination is vital.
Fiscal control
Enhancing fiscal control through secure document management, reducing costs, improving efficiency, and ensuring regulatory compliance.
Beyond just IT
Integrating physical paper processes, removing paper, archives and physical records storage is key to successfully delivering for the UK.
Protecting your information
You don’t need us to tell you that your records are a vital source of information – the basis on which decisions are made, which services are provided, and which policies are developed. But what’s more reassuring than knowing that when you store them in our secure, off-site government approved facilities – we’ll ensure the utmost safety of your records with the highest security measures. That said, when you compare our facilities to your current storage location, we’ll probably be delivering a few breaths of fresh air too.
- Compliance, including GDPR and legal exposure
- Privacy and security
- Access to information
- Cost control
- Restricted access
- Abundance of space
- Access to records whenever you need them
A proactive approach to compliance
We draw upon our breadth of government record management expertise to deliver a proactive approach to compliance that helps you adhere to your obligations and avoid pitfalls.
Government documents often contain critical information. A strong QC process ensures the scanned copies accurately represent the originals, minimising errors that could have legal or financial ramifications. Thorough QC catches errors early, preventing the need for costly delays in the project timeline.
We do it securely with a secure chain of custody throughout and a certificate of destruction for your records.
Access your inventory 24/7
We also know that the way records are managed can add value in terms of improving outcomes and helping you drive efficiencies – which is vital to your effective operation.
That’s why you’ll benefit from easy access via our online portal whenever needed. It also makes it easy to manage your inventory – with full, audit trails and proof of an unbroken chain of custody for complete peace of mind.
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Quick access to what you need
When you’re experiencing an uplift in subject access requests and don’t have the staffing or resource to meet the required timeframe, our scan on demand service can help. You can request a digital copy of any physical document you store with us, delivered within 24 hours. You can then configure access control, to ensure only those authorised can view.
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Compliance and complete visibility
Consolidating your records in one place instead of disparate systems – can support your compliance management frameworks, and give you complete visibility over your entire inventory, whilst also reducing workload. Via our online portal, we can also deliver actionable insight for informed decision-making.
Giving your inventory a new lease of life
Inventory management is a tough balancing act. You have to know which documents you need to keep in storage, which to destroy, and which ones are used regularly so you can start to digitise. Because otherwise, you’ll be making your bills larger. But with our audit services, we’ll tell you what you need to know to make your bills smaller.
Download our guide about getting your inventory in orderPermanent document preservation
Inventory management is a tough balancing act. You have to know which documents you need to keep in storage, which to destroy, and which ones are used regularly so you can start to digitise. Because otherwise, you’ll be making your bills larger. But with our audit services, we’ll tell you what you need to know to make your bills smaller.
Trusted across Government
Services to Transform Central Government
Insight and Case Studies
To find out more, or discuss your needs, why not get in touch?
Give our specialists a call on 01293780075
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