Security – Is what your important Business records require so they are available when you need them. This means in the form that you need them in and not available to unauthorised people including staff, competitors and customers.
Privacy – is now a legislative requirement for Australian business and organisations of all types. This ensures both you and your customers are protected from the misuse of data that might have been supplied during a phone message, employment contract, a sale or other negotiation. Federal Privacy Act
Sentencing – is the conscious decision to determine the life of a record. This can occur when the record arrives or is “born”, or it may happen at another point in the records life. The sentence is the strategy for the record which will include a lifespan and is likely to include some type of approved disposal to meet business objectives and legislative guidelines. ADS can look through your file storage areas and a sentencing strategy.
Critical Records – these are records, files paper based and electronic, that are required for your organisation to operate and meet its legal requirements. Strategies need to be developed to ensure both current and archived critical records are available as required by legislation and as might be required during a legal dispute to protect your organisation or to re-establish it after a business incident or disaster.
Business Records – see critical records, anything which your organisation cannot operate without that is some type of paper based or electronic file. This might include contracts, pay sheets, certifications, emails, SMS, IM transcripts, correspondence from customers on critical issues and much more.
Shredding – This is the destruction of all types of media from paper and cardboard to uniforms and computer storage devices (Hard drives, memory cards, thumb drives, CD/DVD). Anything that is important to your businesses function that could be misused if it was outside your control should be appropriately destructed and where possible, recycled. There are a number of different destruction options but shredding and or recycling may not meet your corporate of legislative requirements. See also Secure Destruction.
Secure Destruction – Secure destruction is when you have a guarantee of your critical business records being disposed of in an appropriate manner suitable for the type of media. ADS use its own people and transport to pick up from your facility from a locked bin or secure cleanout and we take responsibility for the secure destruction and where appropriate recycling of the items. ADS offer a certificate of destruction to complete the file life cycle and for you to meet your legislative or corporate responsibilities. Current 88% of ADS destruction is recycled.
Office Shredding - some shredding devices create huge volumes of waste and still leave the shredded item in a position where it could be reassembled by the wrong people. Cross cut, diamond cut and other more advanced shredding devices help protect against this. For ADS shredding is only one step in the secure destruction of your important business materials.
Environmental Storage – is the climate controlled (temperature and humidity), light controlled, pest, fire, dust and foreign body controlled environment that provides paper based and other media like microfiche, film, video tape etc the best chance of a long life. ADS has the only facility in NSW outside of State Records that offers certified environmental storage which some records require.
State Records Act - State Records operates under the State Records Act 1998, which replaced the Archives Act 1960. The Act provides for the creation, management and protection of the records of public offices of the State and for public access to those records. It also established State Records and its Board. http://www.records.nsw.gov.au/about-us/state-records-act-1998/state-records-act-1998
Controlled Storage – see environmental storage.
Document Retrieval – the process of maintaining your files at your finger tips when they are not. Retrieval with ADS involves your request for a document, file, box or other, via a secure request and the delivery of that item to you physically or electronically. This can be to one or many locations as required. This can happen in less than 1 hour depending on your service level agreement.
Service Level Agreement – An arrangement you negotiate with ADS to ensure that our services meet your organisations special needs around security, retrieval times, pickups, data exchange and more.
Electronic Retrieval - the return to you of files or other material via some type of electronic form that meets your systems needs, it is also very fast.
Document Distribution – this is where you might use a 3rd party like ADS to hold and then distribute everything from critical business files to operational manuals, induction kits and promotional materials to locations where and when you need them.
Secure Transport – This is where your files, bins for destruction, or other important business information is moved by ADS trucks, not contractors, and ADS staff with the appropriate security clearances from your location to your new location or to our facility. It involves high security from your door till unloading in our locked bays, minimising any chance of data falling into the wrong hands.
Induction – is a process ADS uses to inspect your file from a single sheet if required up to palletised containers, into the ADS RMS so the content is understood and the material can be sentenced to an appropriate life and or turned electronic for other use. Once inducted, you will have information that you can align with your internal systems and additional information about the life, location and importance of the record that will speed retrieval or the appropriate use of the data.
LGA – Local Government Area.
RMAA – The peak body for Record Managers in Australia, The Records Managers Association of Australasia - http://www.rmaa.com.au/.
Department of Commerce – The NSW Government Department that organises much of the Governments procurement. ADS is a certified supplier.
Waste Management – This growing area of concern is seen as an opportunity for organisations to lower their carbon foot print and meet their corporate sustainability goals. Waste is anything that leaves your premises without a possibility of reuse, or recycling. ADS manages total waste profiles for organisations wishing to consolidate their billing and management of waste contractors. This single point of focus allows waste to be profiled, understood and appropriate disposal and recycling decisions made. Organisations can illustrate to their stakeholders and staff how they are actively reducing their footprint, saving money and resources.
Waste Education – ADS offers waste education for organisations wishing to increase their uptake of recycling and minimisation of other wastes. Training will assist organisational change and is customised to your specific needs and policy.
O’Neil Records Management – is the world leading supplier of records management technology. http://www.oneilsoft.com. ADS is a strategic partner with O’Neil and utilises their systems for records management and the web access of your important data.
AO Format Scanning – is large format, map and plan or large scale scanning. ADS can both scan and print in formats up to and above AO. This might be particularly important for reproduction of degraded, damaged or historic documents. ADS can also scan and redraw content into multi layer CAD CAM formats to save your engineering staff redrawing old diagrams or finding files from previous amalgamations or acquisitions.
Kodak Scanner - ADS uses and recommends Kodak high speed scanning and imaging equipment for its ease of use, durability and superior outputs. In the area of professional scanning equipment you also need specialist software to meet the requirements of the particular task. High speed scanning installations start from around $20,000 to over $200,000. (Link to page)
Cool Climate – a climate which has a moderate temperature range over the year meaning less dramatic temperature spikes. For records, like cool climate wines, they prefer a temperature range between 12 and 22 degrees and low humidity. ADS’s Orange facility has both normal storage which benefits from Oranges’ cool climate but also environmental storage which has even more benefits for all types of paper based records and other media including film.
Pest Control – active pest control needs to be ensured for long record life. ADSs’ purpose built facility limits pest intrusion while ongoing active measures are undertaken to ensure record life is maximised. Storage sheds, cellars, basements, depots and dark corners of offices are likely to have pest intrusions which will limit the life of your important records.
Disaster Recovery – A disaster is any incident which threatens to ongoing operation of your business for whatever reason. Recovery is your ability to reopen, restart, or continue business operation after an incident. Common causes of disaster are storms, flooding; fires etc less known disasters could be around litigation, employee or customer fraud. ADS ‘s roll in your disaster recover can be to advise on a disaster recovery strategy and to provide off-site storage of critical files, certificates, policies, backup media or an office to recommence your business with phone, computer and internet access if you are unable to access your own workspace.
Emergency Backup – Some file and media might be held off-site or in multiple locations to protect against risk in a disaster. ADS can hold a single or multiple boxes for key materials that can be returned directly in the advent of a disaster. ADS also offer online backup storage for your automated backups.
Paper Recycling – this is the appropriate way to finally dispose of paper based products though recycling on its own, doesn’t ensure the confidentially of your data. ADS recommend secure destruction and then recycling to overcome this.
Human Resource Files – files on past and present staff which contain employee details that other employees are not allowed to see. Access to these files by others inside or outside the firm can leave you open to considerable liability. Depending on your organisation, staff training and OH & S requirements, these files maybe required to be retained for a considerable number of years for the benefit of the employee and the organisation.
Confidential Files – files you don’t want to have in the hands of customers, competitors, staff, shareholders because of their critical importance to the organisation and its future.
Paper Based Files – traditionally files businesses have been concerned about were paper based. Contracts, policies, certificates and more. ADS stores or sentences these as required. You also need to look beyond paper to electronic media, video, microfiche, film or awards and promotional materials to ensure all your vital records are protected. Many paper based files are required to be maintained in their original form and the conversion to electronic form or scanning of the file may NOT meet your legislative requirements.
Born Electronic Files – anything created on a computer is deemed to be born electronic. Depending on your organisation and its policies some types of born electronic files will still need a paper based version or version control or existence in paper because of loss or degrading electronic versions. Electronic files can also become obsolete if they are not upgraded to the latest software and hardware specifications i.e. magnetic reel to reel tape, 5.25 floppy disks and even 3.5 inch disks and some memory cards.
Back-up – Any type of duplication of paper or electronic file that in the event of one version being unavailable, the other should be. ADS can advise on a suitable back-up for day to day and longer-term files to minimise your risk exposure.
System Integration – In the record management arena we are concerned about the integration of data across various proprietary and shelf based platforms so your files remain transparent to the correct users and available when you need them. ADS’s Client Service IT Manager can work with your people to ensure your data and files can be understood and visible in your in-house system like TRIM etc.
WRAPP Reports – ADS’s waste management division have proprietary software to capture and meet your waste reporting requirements. On capturing waste realities you can start work on the reduction of wastes and the associated costs.
Client Confidentiality – ADS motto is to ensure “no one knows your business” so as a client of ADS your files with us are stored anonymously with no external identification other than a single bar code. Nobody can access your files other than as approved by your policies. On the ADS side the site is locked down and requires security access to enter various parts of the facility. ADS staffs all have security and background checks and the movement of files is with our own secure transport fleet.
Moving Offices or Premises – A challenge many of our clients face is the massive job of relocating their business. If you have already done the sums and worked out the removal of files and other materials will not free up enough space to solve your problems, ADS offer to come into your place of business and do all the heavy dirty work of relocating your files. We can move files between your old and new locations or we can sort and prepare a strategy for the use, sentencing, storage and secure destruction of files for multiple locations. This leaves your day to day files at your new location and critical business information at our location with a plan for its appropriate storage and life till secure destruction – you may never need to handle many files ever again!
Media – Advance Document Systems can hand all types of media for storage or secure destruction. Media is as diverse as different types of paper or cardboard, plastics, film, video and magnetic tape, micro fiche, uniform material, hard and USB drives, light sensitive media and any others you can think of.
Archive – archiving is the longer term storage of critical business information, unlike with traditional archiving, with ADS you can archive files for the long term but still retrieve ANY file with us electronically in less than 1 hour if required. Our storage system and technology platform makes all files equally retrievable.
Record Strategy – ADS can advise you on a records management strategy to compliment your existing systems but to give more file availability, more free space, more security and more flexibility.
Unwanted Documents – organisations are great at accumulating all sorts of materials but especially records which people are often unsure about whether they are critical or not. ADS can supply secure bags and bins if you are having a clean out. From a risk perspective this means you know what you no longer need will be appropriately destroyed. ADS can also bring in a team to remove materials securely and identify, sentence and quarantine till you are ready to hit the secure destruction button.
Need Electronic Copies – you might have day to day files which you need in multiple locations or you might have anything from old minute books to consignment notes and plans which require conversion into electronic or scanned forms. Whether you need images or OCR’d outputs, ADS has the dedicated scanning team to achieve the outcome you need. ADS can scan vast quantities of material quickly and we can achieve this while still giving you access to your files if you need them.
Need More Room – companies and different organisations are often seeking more space. A quick audit of the foot print of files in your office space and other storages will let you know how much space could be made useable for that expansion, project or new team member. ADS will do the leg work to lift out the files, file cabinets, plan draws and compactus, so all you need to do is move the furniture in.
Privacy Acts – privacy is a major issue in Australia today with every organisation having various responsibilities and making specific commitments when collecting data on customers, staff, suppliers and more. Depending where you are in Australia, different variations of state and federal law might apply. Document, File and Record security become critical in ensuring you protect your organisation and staff from privacy breaches. Learn more about privacy and the law here: http://www.privacy.gov.au/law.
Have To Keep Records For A Set Period – all organisations will have specific periods which Australian Law requires them to keep and maintain accessible, various records. These include but are not limited to, staff records, training, medical, taxation, heritage records, and other documents of national significance.
Records Keep Getting Lost – it’s a natural progression as your organisations grows that you end up with multiple operating locations, more staff, contractors, suppliers and customers. With this comes a complexity in record management which will be solved though careful planning of the organisations knowledge needs and building a scalable system to make data – electronic or paper based, available where it’s needed. ADS can help design this system and customise components to work for your organisation and your current systems.
Records Management Facility – this is a dedicated purpose build facility to cope with the lifelong needs of various important organisational records. It needs to provide adequate temperature control, light control, humidity, pest, fire and water control and finally access, so that your important business information is available when you need it. Purpose built facilities are expensive to build and maintain unless you are achieving economies of scale. ADS offers a purpose built facility and we invite your inspection.
Vehicle Fleet – in records management, a dedicated fleet is an important benefit. The ADS Fleet only carry records – not freight, fuel, other liquids, animals or other potential contaminants. The ADS fleet and our own staff carry your materials under secure conditions to their new location.
Scanning Equipment – there is much variation in equipment that can produce scans of different types of documents. Questions you need to ask and know the answers for when looking at in-house scanning through setting up a scanning bureau include: how much material do I need to scan, how long will it take to scan a single item, what type of file output do we need, do we need to OCR (have character recognition), what size file can we handle with existing IT, what duty cycle (continuous scanning) the machine can achieve in the workplace, what other equipment will I need – computers, monitors, UPS to operate the scanner and handle the software, who can operate the equipment and what skills will they need, how many operators will I need for the volume and project time I have.
Pulping Paper – the process of mashing and washing paper into a pulp. This works on most types of papers and cardboard and is a secondary stage following initial destruction and before recycling.
Secure Bins – these are available from a number of suppliers and are usually lockable 120 Litre and 240 litre plastic bins on wheels. They are locked in situation, and staff slide files, folders and paper through a slot in the top. Lockable bins are far more cost, space and weight effective than in house shredding and binning the shredded contents. Check your supplier to see how often they empty and charge for bins at your location, call ADS for a quote.
Secure Bags – are an alternative to a locked bin, more compact and easier to distribute and are great for clean ups. They don’t not hold as much weight as a locked bin and are secured using a single use plastic locking tag.
High Speed Scanning - Advance Documents has sophisticated high speed, small and large format scanners plus highly trained staff who specialise in producing consistent, high quality images of your important records. Our scanners can scan over 200 pages per minute on some materials offering a cost effective way to convert documents of different types.
Large Format Scanning - In particular our large format (A0) scanner can usually restore old engineering drawings, charts and plans to 'as new' condition. Talk to us about providing you with an economical means of integrating digital images into your records management system.