In our experience we know that many business records are kept purely for legislative and compliance reasons….but, while keeping them in your office probably appears to be the obvious choice (so that they are close to hand, easy to access and safe) this causes problems. In reality they take up a significant amount of space, are likely to be stored in “out of sight, out of mind” cupboards, basement rooms, and often inaccessible corners, and therefore end up cluttering up space and becoming damaged or lost. In-house storage is also not as secure as you might think; many people will come and go in most offices, and you cannot always know who has removed what, and also where they have taken it to.
With our record management, we will provide a full audit of your files and these will be carefully stored and managed within our secure facility. We have 24/7 CCTV with out of hours’ motion detection alarm sensors and the latest fire detection systems.
Finally, if you are thinking file retrieval is going to be problematic and time consuming…let us reassure you it isn’t. Files are stored using your coding system and can be recalled and sent over electronically or by courier.
Our document scanning services are all undertaken at our secure facilities with CCTV and motion detection. Unlike document storage, which is just about having enough space, we find most of our customers outsource their scanning because they simply don’t have either the time, resources, skills and the appropriate equipment to undertake the job.
At Millen Compliance Consultants we offer a complete scanning service that was created to support the Financial Services Sector, ensuring it met all the complex compliance needs of the FCA. However, our solution works equally well across any business sector looking for small, medium or large scale document scanning and electronic data retrieval services.
To start with our initial consultancy services are free of charge. This is where we look at your current document archive and discuss your requirements. This gives you the peace of mind that your needs and concerns can be carefully discussed by one of our experts in order to come up with the right solution for you.
During this initial meeting we can show you a sample file to give you an example of what the results would be like. Our customers find this really useful as it gives them an opportunity to see the end product before committing to the work. This is also if there are other people in the team who are involved in making the decision and agreeing the budget.
We will collect all files including boxed and filing cabinets in one go from any facility
We will store all files until the scanning process is completed and all files are destroyed
We will remove all staples and paperclips in preparation for scanning
We use industry leading high speed scanners to deliver a quick turnaround service
Client files are indexed in an easy access format. Standard by Client Surname, initials
The Data is handed back to you on an External Hard Drive
We make sure that all your paper documents are shredded using authorised contractors with the following accreditations:
ISO 9001:2000 Quality Standard | ISO14001 Environmental Standard
We will also dispose of any filing cabinets and boxes you no longer require. All this will be included in one price with no hidden extras.
Preparation: Rather than scan an entire client file we can sort and scan those documents you are required to keep in line with FCA rules.
Indexing: An index system based on key search criteria allows for fast and easy access to information. This could be by Policy number. All documents relating to a specific policy can be retrieved together. This is useful if you need to quickly retrieve a file due to a client complaint
There are a number of benefits to be gained from having your documents scanned and retained in an electronic format.
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Registered address: Allen House, 1 Westmead Road, Sutton, Surrey SM1 4LA | Company Reg. No.: 8112945
