UK
Republic of Ireland
Belgium
Netherlands
We provide secure, accessible storage and scanning across 6 countries. Contact us to arrange a visit, we’d love to show you around.
Locations
Answers to common questions about information management with OASIS. Don’t see your question here?
Drop us a lineWe need to work with an established, trusted records management provider. Does OASIS fit the bill?
We’re the largest privately-owned information management provider in Europe, with 11,500 clients. Each year we scan more than 204 million items. Over 115 million barcoded boxes and files are stored in our secure, state-of-the-art facilities. We have over 70 locations across Europe (47 in the UK and Ireland) and 1,700 team members. We scan more than 17 million images per month and store over 200 terabytes of digital information for our clients (that’s equivalent to around 200 million high quality photos).
What’s the process to switch from my incumbent information management provider to OASIS, and how much will it cost?
The prospect of transferring thousands – sometimes millions – of documents to a new service provider can be overwhelming. So much so, that some organisations stick with suppliers who consistently miss SLAs, are unnecessarily storing documents past retention dates, whose environmental credentials are unsatisfactory, or who don’t offer competitively priced contracts. OASIS has extensive experience in taking over underperforming information management programmes. We take on all the headaches of moving boxes and assets from existing suppliers to our secure facilities and design our pricing model to help offset your transitioning and exit costs.
What kinds of items do you store?
Our 70+ locations across Europe are designed to safely and securely store a wide variety of valuable assets, including:
Paper documents including files, folders, maps, well logs, deeds, contracts, wills, court documents, blueprints, loan documents, transaction histories and bound records
High value, delicate or fragile items including historical documents, manuscripts, photographs, artwork, maps, and other items of significant cultural, historical, or research value
Geological, environmental, and drilling core samples, including rock, soil, and sediment cores
Media items including backup tapes, CDs, DVDs, and hard drives
Unusual or oversized items like architectural models or equipment
What kind of items do you scan?
Our team use specialist scanners and technology for different types of projects, including:
High volume scanning of documents and files
Bound books and ledgers
Documents up to several feet wide – architectural blueprints, engineering drawings, maps or plans
Legacy formats like microfilm, microfiche, old photographs or delicate documents from the archives
Incoming mailroom items, scanned on receipt in processing centres
Court or other legal documents, covered by BS10008 for legal admissibility
How many boxes can I store in your facilities?
There is no limit to the number of items we can manage for you. We work with some of Europe’s largest and best-known companies and store more than 115 million barcoded items in our facilities.
If I need to get hold of a document or item stored with you, how long will it take?
We offer a range of options to suit your budget and organisation, including same day and next day delivery. We can have a document in your hands in under 4 hours in the most urgent cases, or for on-screen access we will locate and scan documents from your file library on demand. Emergency access to your information is available 24/7. Across the board we meet 99% of our SLA targets.
If I need confidential documents or media destroyed, how can I be sure it will be done safely (and that nothing will be shredded that shouldn’t be)?
We offer secure document and media destruction services, including shredding and degaussing media (i.e. wiping hard drives) and destroying CDs, DVDs and credit cards. For document destruction, we use high-security shredders that reduce paper to fine particles, making reconstruction impossible. We will never destroy an item without client authorisation, managed via a rigorous, auditable process and validated with a certificate of destruction. Our team carry out secure shredding at our specialist site in line with BS EN 15713:2009 which covers secure destruction of confidential material. We provide lockable console shredding bins for your workplace, to keep documents secure until shredding.
How do you manage record indexing?
We use a barcode system to index and track each record, making them quick and easy to retrieve.
Will you be able to support us as we grow and our needs change?
As the largest privately-owned information management provider in Europe, we have the scope and scale to support everyone from small businesses to large, multinational enterprises. We offer an end-to-end information management service for all types of hard copy and digital data.
Do you offer both short and long-term storage?
Absolutely – we can keep your documents and assets in storage for a short period or as long as you like. We’ll tailor the service to you.
How flexible is your media and tape storage service?
You can set schedules for how regularly you want your backup tapes to be rotated. You can audit your stored tapes at any time. We offer scheduled tape pickup services to collect from your premises and bring to our professional records centres. We barcode and track your media through our inventory management system in the same way we would for your documents. You can get immediate access to rotated tapes with our expedited retrieval service.
How easily can I access core samples stored at your premises?
You can request access to your stored core samples for analysis or research purposes at any time. Each core sample is catalogued with detailed information, including location, depth, and date of extraction.
What industry standards and certifications are your records management services covered by?
We hold all the certifications you would expect for a records management provider to highly-regulated industries. Our full list of certifications is:
Do you outsource any part of your records management service to third parties?
We offer a closed-loop chain of custody to our clients. Documents and other items are collected, stored, scanned, delivered and destroyed in-house at OASIS by our security-vetted, highly trained team. The only service where we use a partner service is for tape transcription for our energy sector clients.
What security measures are in place at your storage facilities?
OASIS storage facilities are equipped with state-of-the art security measures to protect clients’ valuable assets from theft. These include:
What safety measures (fire, flood, pest protection, climate control) are in place at your storage facilities to protect my documents and assets?
Our facilities have been designed to keep your items safe from natural disasters, fire, pest, flood or environmental damage. Safety measures include:
How do you ensure the security of items in transit (e.g. when being transported from our premises to yours)?
We only ever use our own branded vehicles driven by our security vetted personnel who wear OASIS uniforms and ID badges. Our fleet is protected by:
How will you help us meet our environmental goals?
Everything we do is focused on minimising your carbon footprint in line with our ISO 14001 environmental management certification, from tightly managed retention strategies to fuel-saving delivery routes. Shredded paper is recycled into tissue products (kitchen roll, toilet tissue) in UK paper mills.
How can we reduce the carbon footprint of our records management storage?
We can store your records in our flagship London Gateway facility that covers 109,000sq ft and was built to BREEAM ‘outstanding’ standards: the world’s leading sustainability standard for building construction. Only an hour from central London in our fleet of electric vehicles, it’s one of the most sustainable warehouses ever built – offering a 40% reduction in carbon emissions. Energy efficiency strategies include photovoltaic panels, rainwater harvesting, improved thermal performance and building air tightness, and 95% of waste materials generated recycled onsite.
We’re a public sector organisation, procuring information management services through a framework agreement. Can we work with you?
We have two decades of experience working with public sector organisations including large healthcare providers, police services and local government bodies. We’re registered on framework agreements including:
Are you qualified to store, scan and manage legal documents?
Absolutely. We work with over 650 firms in the legal sector, from ‘magic circle’ companies to boutique law firms. We collect, store, retrieve, and deliver court documents, wills, deeds, contracts and other precious documents. Our scanning service is covered by BS10008, meaning your digital files can be used in legal proceedings.
Are you qualified to store, scan, manage and digitally send healthcare documents?
Yes we are. We provide records management services to more than 650 healthcare clients, scanning and storing Lloyd Geoge records and other patient data in line with GDPR and NHS DSPT requirements. We’re an NHS Interoperability Toolkit (ITK) level 3 accredited supplier, able to securely transmit Patient Identifiable Data (PID) across the Health and Social Care Network (HSCN). We can format scanned records for easy integration into your Electronic Health Record (EHR) system.
Do you have experience managing information in the highly specialised upstream segment of the energy sector?
We do. We work with 89% of the UK’s well operators from our facilities in Aberdeen, North Wales, Dundee and London. We have specialist storage facilities for core and other subsurface samples. You’ll struggle to find our mix of geology, geophysics, oceanography and sedimentology expertise at any other major energy information management provider.
Are you set up to manage confidential information from banking sector clients?
Absolutely. We work with some of the banking world’s biggest names. We hold the relevant ISO certifications for quality, environmental and information security management, and Cyber Essentials Plus.