FAQs

Click here to login to OASIS Bridge If you do not know your username or password please contact your local Client Care team.

You can view your inventory in our online portal OASIS Bridge. If you would like to request access for an authorised user within your organisation please contact your local Client Care team.

Physical records are stored in a secure OASIS Group Record Centre and digital records are hosted in a Tier 3+ data centre.

Yes. We can invoice different departments, each with its own specifications. Moreover, by storing your files by department, you can also determine which employees have access to specific records.

A business continuity plan sets out a framework and plan to enable your business to operate during emergency events or low-level disruptions.

You need to identify risks from both inside and outside of your work environment. The availability of key suppliers may have an impact on your organisation, for instance a power cut may be a high risk or have minimal impact depending on your business activities.

A business continuity plan focuses on how a business will keep operating during emergency events or low-level disruptions. A disaster recovery plan focuses on restoring IT systems, such as IT infrastructure and data access, after a disaster.

A business impact analysis (BIA) is a process that allows departments within your organisation to identify critical processes and functions and their effect should a disruption occur.

Business continuity planning requires input from every department in your organisation. All levels within each department will need to be involved in the planning process to ensure that every business critical process and function is identified.

Did you know that you can place orders, run reports, update account details and much more using our online client portal?

Don’t have access to our online portal? Contact us here and one of our team will be in touch to get you up and running. In the meantime, this form can be used to request services.

Still need to chat with us? So we can assist you as quickly and accurately as possible, please have your account number ready. Our client care team can be reached via the email or phone number below;
You can contact our client care team via the regional email addresses below.

By Email:

England: clientcare.england@oasisgroup.com
Northern Ireland: clientcare.belfast@oasisgroup.com
Scotland: clientcare.scotland@oasisgroup.com
Dublin: clientcare.dublin@oasisgroup.com
Regional Ireland: clientcare.roiregional@oasisgroup.com

By Phone:

UK: +44 1440 760 190
ROI: +353 01 903 8159

Cyber security is essential to our everyday life, it protects our data from theft and damage. If cyber criminals obtained your data this could be misused, cyber security can protect your data from common cyber threats.

Yes. Our media vault staff are specially trained on the proper procedures for handling and transporting confidential media.

Our media vault is monitored with video surveillance 24 hours a day. We use the strictest access features such as keypad controls and biometric fingerprint scanners.

You have access to your media 24 hours a day. Emergency delivery is available.

One of the main benefits of digital imaging is that it drastically reduces the time it takes to access your records. Digital imaging reduces your storage costs and space. Also, digital imaging is beneficial for companies that have multiple locations with several employees that need access to the same information.

Indexing is key to the easy retrieval of electronic records. You should index your records according to the information that will be needed in order to retrieve the record. We can assist you in creating your indexing system. We offer customised indexing based on your company’s needs. Also, we offer an OCR option to help with the search and retrieval of your electronic records.

We store a wide range of physical media, including backup tapes, CDs, DVDs, hard drives, and other digital storage formats.

Digital transformation is the process of integrating digital technologies across various areas of a business. Technology is used to automate new, or modify existing, business processes.

As the focus continues to shift to a global economy many industries are finding that digital transformation is helping them stay competitive. Through the adoption of digital technologies businesses and organisations are able to save time and money.

Digital transformation can be seen across every sector, however the types of technology can vary from industry to industry. There are various factors that influence the digital transformation journey, including regulatory commitments, and it is important to understand these early on in your journey.

The list of benefits achieved through digital transformation is extensive and variable depending on many factors, however across all industries and disciplines benefits include; improved efficiencies, increased productivity and cost savings.

It is important that you identify your end goal at the beginning of your digital transformation journey. The outcome your department, or overall organisation, is trying to achieve will define your digital strategy.

No. We suggest only digitising records that are ‘active’, for example personnel files for existing Team Members, inactive files that are still within their required retention period can be securely stored in one of our regional record centres.

Where a retention date is recorded, we proactively report to you records that are available for destruction. Our team can assist you in the development of compliance and design of retention strategies to audit records and identify candidates for destruction. We will not destroy any of your records in our records centre until the request is given in writing by an authorised person. When the time comes to destroy your records, we offer secure shredding services, with all the paper waste recycled and with a Certificate of Destruction.

Yes, if you need to submit applicable records to a national data repository we can help you find the relevant records, classify them according to the submission standards, digitise them to the required standard and upload them on your behalf.

It is common for companies to provision storage at the box level and retain independent listings of the items in the box. Over time, these often become disassociated. We can help you create items-level lists through our box audit, classification, and cataloguing services. We then manage this item level data in our Plexus application, making it instantly available to you and ensuring that the same issue does not arise in the future. 

Our specialist records centres are purpose-built and designed under industry-leading security solutions. Your physical and digital storage is environmentally controlled and protected against fire using Inergen gas systems, offering effective fire suppression, without the risk of water damage associated with sprinkler systems. 

Certainly. We specialise in storing all types of data for the Energy sector. In addition to your organisations’ physical and digital data, we can store geological records such as core, cuttings, tapes containing well logs and seismic surveys, oil and gas samples and even non-standard containers such as map tubes.

Yes, our cloud-based Plexus application is designed explicitly for our energy clients. The system comes with geographical interface, log (las/lis) and seismic (segy) viewers as standard. Plexus allows your organisation to find paper-based records and instantly request services such as retrievals or scanning. All the digital records are made available for you to view and download once scanned. 

We enforce strict access controls, provide staff training, and carry out regular audits. All records are handled securely, with end to end traceability and full compliance.

Yes OASIS provide secure storage for patient records in full compliance with GDPR, NHS Digital’s DSP Toolkit, and other healthcare regulations.

Absolutely. OASIS store all legal documents, including court files, contracts, case files, and client records.

Schools must follow strict rules when processing personal data, and laws and regulations stipulate how long school records can be kept and the exceptions to this. OASIS is your partner and can advise you on information and records management in the broadest sense. You can also contact us for the confidential and secure destruction of school records.

Our digital solutions enable organisations to process documents from multiple sources in both physical and digital form. Documents can be easily shared between departments through an intelligent workflow. You can add, modify or delete business processes yourself, through our user-friendly workflow module.

If you make a document request before 4pm, OASIS will physically deliver your document to you the next working day. You can also choose to have the information digitised. Your digitised document will then be made available in our inventory management system exclusively for you.
OASIS can deliver your retrieval as follows:

• Digitally via ‘scan on demand’ in our online inventory management system OASIS Bridge
• Physically via the secure transport of OASIS
• Physically for inspection in our record centre
• Physical transport in your own control. You collect the documents yourself from our record centre.

Urgent retrieval: If the urgent request is made during office hours, you will receive the physical documents within 3 hours or within 2 hours if you wish to receive the documents digitally. Different service levels are possible in consultation.

Yes, OASIS offers several options: from a one-off clean-up to a periodic collection service on a fixed schedule. OASIS can also offer customised service if you operate from multiple locations. In addition, OASIS also destroys media such as CDs, DVDs, back-up tapes and hard drives, and can destroy and recycle your electronic office equipment.

Physical school records are stored in OASIS Group’s secure record centres and digital records are hosted in a Tier 3+ data centre. Our environmentally controlled record centres are secured at the highest level against theft, damage, and fire. This includes separate compartments and automatically closing fire doors in case of fire. Our archive complies with BORG-2 standards, among others. And our archive procedures, storage and management activities are NEN and ISO-9000 certified.

It is possible to define a retention period per archive box or file. Periodically, as a client, you can generate an overview in OASIS Bridge of all items eligible for destruction. When you send the list to Client Care, you will receive a provisional destruction list in PDF for signature. Only signed destruction lists are then commissioned.

We understand that retail manages a large volume of confidential information such as credit card numbers. We have partnered with the Certified Information Privacy Professionals (CIPP) at CSR to provide our clients with a Breach Reporting Service and Readiness Suite protecting your retail business from violations regarding regulatory compliance.

We agree with you the period of time for digitisation and can then remove the records from your Practice almost immediately.

noteSpace Digital is a fully managed service.  Our friendly team will visit your Practice, collect, transport, catalogue, digitise and deep store your Patient paper records.

Yes, our ‘follow-on’ service is available even if you didn’t complete the initial digitisation with noteSpace Digital.  It includes a scheduled collection of new records, digitisation and either deep storage or secure destruction and disposal.

Yes. Saturdays work very well and records can also be collected during the week.

Yes. The scan on demand service securely delivers a digital copy of the record over the HSCN network, to the practice in 4 hours. This is often used when a practice is preparing a SAR.

A same or next day courier service is also an option if the original paper record is required.

Each OASIS service has a unique code for our internal reporting. There will also be a service name to help you identify which service it relates to.

The service names on your rate card lists which services are available as part of your existing contract with OASIS.

This is the service cost as it stands in the current year.

When we notify you of a change in rate, this field will display what the new rate of the service will be after the date included in your notification communication (this will most likely have been emailed to you). The effective date is also included in your rate card.

This is the date any new rates will come into effect.

Absolutely we support digital transformation strategies, including digitisation, metadata design, system integration, and process automation.

We help streamline your records processes, reduce operational costs, strengthen compliance, and support better decision-making through improved access to information.

Records management consultancy involves expert guidance to help your organisation manage physical and digital records more efficiently and in compliance with relevant regulations.

Absolutely shredding can be fully integrated with your overall records management strategy, including storage, scanning, and retention scheduling.

We use secure retrieval, scanning, and encrypted file transfer processes to protect sensitive data and maintain confidentiality.

Any document stored with OASIS including legal files, invoices, reports, and personnel records can be scanned and delivered digitally on request.

We offer same day or next day delivery for most Scan on Demand requests, depending on the urgency and volume.

Scan on Demand is a service that allows you to request the scanning of specific documents stored at our facility we’ll retrieve, scan and deliver them to you digitally, often within hours.

Yes rotation plans are fully bespoke and can be aligned with your backup cycles or disaster recovery objectives.

Yes OASIS can format scanned files to be compatible with most legal case management systems, supporting easy access and digital workflows.

Absolutely shredding can be fully integrated with your overall records management strategy, including storage, scanning, and retention scheduling.

All shredded paper is responsibly recycled, supporting your environmental and sustainability goals.

Shredding schedules are flexible we can arrange weekly, monthly or ad hoc collections depending on your needs and document volume.

Yes OASIS issue a Certificate of Destruction for every shredding job as proof of secure and compliant disposal.

Our shredding process meets UK data protection standards. We use high security shredders that reduce documents to fine particles, making reconstruction impossible.

We securely shred all paper documents, including confidential files, personal records, medical notes, financial paperwork, and archived business materials.

No. We also shred media including CD’s, DVD’s, backup tape and hard drives. Also, we can destroy and recycle your electronic office equipment.

No. We will not shred any of your records in our records centre until the request is given in writing by an authorised person.

Yes. Once your confidential information is securely shredded, we provide you with a Certificate of Destruction.