Services

Records Management

Our Dataspace service provides a cost effective, secure and simple solution to all aspects of Corporate Archiving and Record Management

Records Management is essentially inventory control, which means knowing what you have, where it is, how to find it when you need it, when to dispose of it and ensuring at all times it remains confidential. Records Management embodies four processes:

Indexing includes identification, classification and description of the records.

Packaging includes selecting the method, mode and media of filing.

Tracking includes an automated system for locating and action prompting.

Disposing includes advising the client on retention schedules, migration of data or destruction of records, and proof of the destruction.

Box Storage:

When a file box arrives at our secured and monitored facility it is entered onto our state of the art tracking and bar code system. From then on we log the access dates of that box, who was the last person to ask for it and track the scheduled destruction date if required.

If a box or file is required simply call or e-mail us and our staff will retrieve your requested information. We can deliver electronically within minutes, or deliver the file within a pre agreed time frame.

Vault Management:

In today’s world, maintaining business continuity is of paramount importance. Your back-up media and other specialist items require protection from dust, heat, fire and water damage etc. Off-site storage solutions therefore, should become an integral part of your company’s business continuity program.

Our off-site vault is equipped to handle all of your special requirements including daily, weekly or monthly rotation schedules. This facility is ideally suited for computer back up tapes, media tapes, vital business records, film, source code and original documents.

Backup Tape Rotation Service.
We can provide a custom daily, weekly or monthly electronic media rotation service. We will store your computer data in our media room and return the storage container or individual item based on your schedule. We drop off the previously backed up data and pickup the newest data set and return it to our facility. By having a backup set offsite, you will have peace of mind knowing in the event of the loss of data at your location, you can perform a restore with the backup set.

Document Collection/Delivery

Our transportation agents are trained in secure collection and delivery protocols. They are uniformed, carry photo ID and are thoroughly screened.
Our vehicles are designed for safe data transportation and are protected by, GPS satellite tracking, CCTV and fire extinguishers. All vehicles are unloaded inside our facility under monitored and secure conditions thus protecting data from weather damage or unauthorised access. We provide efficient on-demand delivery of your documents when required.

Viewing Information

Documents can be retrieved by:

Scan-On-Demand – digital document delivery and instant web access

On-Site Access by way of viewing room

Same/next day delivery service

Emergency deliveries for records that are needed at short notice depending on location

Out of Hour Service, 7 days a week, 365 days per year

Scan on Demand:

If you need your information in a hurry, Dataspace offers a Scan-on-Demand service that gives you immediate access to information on any file. We locate the file for you and electronically scan the items you need, then we e-mail your information as a PDF file from our records centre to your desktop.