Services

Records management

Your single source partner for records management

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We understand the importance of protecting your business’ records and information. We help you control your information management processes by storing your documents securely, whilst still providing you with easy access to your files when you need it.

Records Management benefits

Our records management experts will help you manage your archive and stay ahead of regulatory requirements.

Security

Your document security is our top priority. Whether they are in transit or at our dedicated records centres, we actively combat against any unauthorised access threats, environmental damage and fire hazards. Our facilities are equipped with state-of-the-art security systems and fire detection technology. Our infrastructure and processes ensure that your documents are always safe

Fast and easy access

Moving your files and records off site does not mean losing access to them. With our secure online portal, OASIS Bridge, you can manage your records from your desk.

Flexible offsite file storage

Every business' storage requirements are different. This is why we build a bespoke storage package for every client (no matter how big or small the organisation). We can cope with large or small volumes, regular or ad hoc retrievals, individual files or entire boxes. We are committed to providing the best possible records management process for your business.

Data protection and disaster recovery

If you are worried about the safety of your records from fire, pests, floods or natural disasters, our safe and secure records management system can help you mitigate risks by providing your organisation with a valuable backup should the worst occur

Maximise your office space

Whether you have only one office or several buildings, we know that getting the most out of your space is paramount to your organisation’s success. Our file management and document storage facilities have helped countless organisations recover that much-needed room to help their business thrive.

Control information management costs

Save time wasted searching through documents or looking for information. With our easy to use OASIS Bridge software, your valuable employee hours can be utilised on more important core business functions.

Process module

Complete end-to-end file management process: Our expert Team Members actively strive to provide you with the best possible records management solution, tailored to your individual requirements.

Although document storage processes vary from client to client, a typical process is outlined below.

An OASIS driver will collect the boxes/files from your office or existing storage location. The barcodes will be scanned to start the point-to-point tracking process and transported using an OASIS liveried van from our fleet of GPS tracked vehicles.

Your records will be transported with GPS-equipped vehicles. OASIS can pinpoint the exact location of all vehicles at any time. Our vehicles are fitted with Slam Locks and are kept locked at all times throughout daily deliveries and collections. At no time do any of our drivers leave their vehicles unattended without thoroughly securing the vehicle beforehand.

When the records arrive in the secure area of our records centre, the unique barcode for each box and/or file is registered. The barcodes are linked to the data captured by OASIS, enabling you to access your records any time via the Records Management System, OASIS Bridge.

Clients can quickly and easily request the retrieval of their stored boxes/files using OASIS Bridge (Our Records Management system) and one of our Team Members will deliver the required files directly to your premises.

Alternatively, documents can be digitised and made available online.

If you need access to a record urgently our scanning experts can digitise any type of document (files, certificates, books manuscripts, magazines, newspapers and technical drawings) to the appropriate colour resolution and format.

The records will then be returned to you in digital format through our scan on demand service.

We use mobile barcode scanners to determine at any time where items are located in our record centre, or on the way to/from the shelf, in transport to or from our client’s location.

Each step is tracked and the date and time of each action is recorded for you.

This gives you full control over your documents and allows you to monitor the entire process.

Options module

With decades of experience providing records and information management solutions we have the solution for you.

Man loading boxes into van

Dynamic Archive

If you require the daily retrieval of records, our dynamic archive option will suit you best. Used by many of our health and legal clients, the dynamic archive option provides you with the flexibility and ease of in-house storage, with all the security and financial benefits of an off-site archive.

In addition to these services, we can also offer a scheduled reminder to help you identify when your documents can legally be destroyed. For more information on our range of destruction services click here.

Semi-static storage

If you need to retrieve your files more regularly we recommend our semi-static storage option. Semi-static storage gives you the cost benefits of an offsite archive, while saving you the hassle of storage and maintaining document access as needed.

Deep storage

If you rarely retrieve your files then our cost efficient deep storage solution is the ideal service for your archive. This option is typically used by organisations that need to comply with regulations or legally defined retention periods. The deep storage service allows you to maximise office space while maintaining complete regulatory compliance.

What our clients are saying

OASIS provides us with a full records & information management service & to date the relationship between the two companies has worked very well. We have found OASIS’s services to be of a very high standard, with emphasis on security, quality, accuracy & punctual service

Clarkslegal LLP

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OASIS have consistently delivered a quality client focused service. They successfully managed, in conjunction with DMHS, a time sensitive project that saw in excess of 40,000 important documents migrated from our in-house facility to their specialised warehouse.

DMH Stallard (DMHS)

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We have found that OASIS have communicated well on each level & been happy to accommodate our changing needs. Our on going service contract includes the delivery & recall of archived information & this too seems to be working well.

Health Records Department , Princess Alexandra Hospital Harlow

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I would also like to thank you for helping to make the deal go through as smoothly as possible, we met a couple of speed bumps en route but they were dealt with quickly and efficiently by you and the Oasis team. All in all it was run most efficiently.

Records management FAQs

As we set-up your account, you will be asked to fill out an authorisation form identifying the people within your organisation or company that you want to grant authorisation to. Only the people specified by you will be able to access your documents. Also, if you utilise OASIS Bridge, your on-site administrator will be able to manage the users for you.

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. 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.

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

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

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