Posts

8 Reasons why to implement an Archiving strategy

in ,

In today’s digital world we’re all striving to create a paperless workplace, but it can prove challenging.  Introducing a document management process is a great way to start removing those pesky papers and documents!  Whether your workplace is looking to build a Data Management policy, have a clutter free office or reduce floor space premiums, we’re going to show you 8 reasons why implementing a document archiving strategy could be a great step to take.

We push data to the cloud, google drives, one drives, so why not store your archiving documents in a secure document retrieval system for safe keeping and instant access?

All documents are vulnerable to being destroyed, lost or corrupted (if digital), either maliciously, be accident, or by a natural disaster, such as a flood or fire.  With electronic documents these can be compromsed by security threats.  

Take a look at 8 reasons why archiving is a positive step to introduce in your workplace.

1) EFFICIENCY

When you receive a request for data you can confidently confirm the delivery time frames when you have a document management system in place.  Documents are indexed and given an individual identification code.  Documents are then boxed up and sent for storage in a secure warehouse and are then ready to be retrieved when a request is submitted for either the physical documents or digital copies.  

2) AUDIT REQUESTS – STRESS FREE

Documents can be located with ease and you can have them securely delivered to your office or digitally within set time frames.

3) MORE SPACE

Once you have decluttered and organised your off-site archiving you will have more space to future proof for growth or possibly downsize.

4) CONSIDER DOWNSIZING OFFICE SPACE

If you have a considerable amount of space now available and over multiple floors it might be possible to consider downsizing which will save your business money.

5) GO PAPERLESS

Implementing an digital archiving strategy can form part of your journey to reduce the need for paper onsite and helps you adhere to data protection regulations. You will also remove the possibility of losing data due to natural disasters from water or fire when its in a digital format. Shredding onsite is also possible with the use of a mobile shredding truck which can shred up to 3 tonnes of paper an hour and can also securely destroy IT equipment and media (compliant to EN15713 standard).

6) SCAN BACK SERVICE – A GREENER WAY

A scan-back service is a greener alternative to traditional vehicle based document retrieval. The scan-back service offers digital access to documents, which will help reduce labour costs and increase productivity and of course less Co2 emissions.  The steps include logging into a portal to view your documents, you identify and request your files (searching using index numbers and other metadata) and the provider locates your documents to scan and return it the same day.  A scan on demand service also provides a full audit trail to show who has interacted with a document, when and its delivery status. You can also add in restrictions to who can access certain documents for added levels of security.

7) PROOF OF DESTRUCTION

A certificate of destruction is provided for any records that are shredded after a scanning project if the hard copies are no longer required or when documents are no longer required to be stored.  

8) SECURELY STORED

No more storing your files in a cupboard!  With a records management provider your files are secure from the start.  Collection and delivery is via lorries fitted with security trackers and documents are then scanned in and held within state-of-the-art, purpose built, storage premises which are climate controlled, with 24/7 security and CCTV in place for peace of mind. Don’t forget to check your provider has records management acreditations including ISO27001 (compliance for information security) and ISO9001 (compliance for quality management systems) as a minimum.

If your business would like to discuss implementing a Records Management System for your workplace, click here. 

 

Croydon Business Awards

Quills are finalists for the SME Business Excellence Award!

in ,

We are delighted to share that Quills has made it to the finals for the Croydon Business Awards, SME Business Excellence category.

After a very busy five years with four acquisitions, a full rebrand and various other challenging internal projects we decided to enter the Croydon Business Awards for the first time. We answered the five questions which formed ‘round one’ and were delighted to find out that we’d successfully made it through to ‘round two’ as a finalist and answered a further six questions supplying supporting documentation.  We also attended a face to face interview on Friday 6th September at Croydon College to complete the final stage of the competition.

Jerry Irving, independent adjudicator and business consultant praised the high quality of submissions and said “2019 has seen more entries than ever and the overall standard was excellent. Deciding who should go through to the next round was very tough as several categories were hotly contested, including SME Excellence, Women in Business, Customer Service and Digital, Data and Technology.” Read the full Croydon Business Excellence shortlist article here.

Quills supports the community and will always looks to use a variety of local suppliers including Square Mile Insurance Brokers, The Studio (design company), VOW (wholesale), Step Ahead Recruitment, Wallington Couriers and The Hilton Hotel to name but a few. We also support the future of tomorrow by taking on work experience students and recently recruited a local Croydon digital marketing professional who had just completed an apprenticeship and was looking for her next challenge.

The winners from each of the 14 categories will be announced on Thursday 3rd October at the Gala Dinner & Charity Ball being held at the Grand Sapphire Hotel.

Good luck to everyone who has entered and Quills have everything crossed for our category and a positive outcome!

How Using A Professional Shredding Service Can Benefit Your Business

in ,

Whether it’s paper, clothing or unwanted goods, shredding is a must for securely protecting sensitive items and business data. Client confidentiality should be a top business priority within your organisation but how can it be carried out efficiently when you have so many other priorities to focus on? Take a look at our article below to find out how outsourcing your shredding requirements can help your business.

  1. Save time and money

Why paid your skilled employees to stand there and shred for hours when they could be generating revenue for your business? Internal shredding routines are extremely time-consuming and have to be maintained on a daily or weekly basis. For example, shredding a single document can take several minutes and you have to be mindful of factors such as:

–    Straightening sheets of paper

–    Removing any paper clips or staples

–    Disposing of the shredded paper

–    Cleaning up any excess paper, paperclips or staples

Furthermore, you also have to take into consideration the cost of maintaining an internal shredding routine and often enough, this is a lot more expensive than outsourcing your shredding requirements. A small selection of managing your shredding in-house include:

–    Purchasing shredders

–    Buying disposal bags

–    Utility expenses

Sound familiar? Outsourcing your shredding can save an extensive amount of money for your business. Quills, can arrange a personalised audit of your office needs and provide a quotation which includes the frequency, number of bins and what you’ll be shredding.  There are no installation charges and the bin hire and replacement bags are free too!

 

2. Reduce the legal risk

With legislation such as the General Data Protection Regulation (GDPR) and the Fair and Accurate Credit Transaction Act (FACTA) all in full swing, it’s crucial that you keep client data confidential and safe during the disposal process.

Our secure shredding service is NAID AAA certified meaning that all destruction of your documents complies with the privacy protection policies outlined in the above legislation. In addition to this, we also provide a certificate of destruction so that you can be sure your data is safe in the right hands.

 

3. Maintain your businesses reputation

Reputation. One of the most important assets of a business. It’s very simple for your businesses confidential documents to get in the wrong hands and just like that, a data breach can happen and cause extreme worry and distrust.

When using a professional shredding service, all paper, media and products are collected and destroyed safely and securely. Constant monitoring, full CCTV coverage and an official certification of destruction are provided after every collection which means you can relax and focus on the more important things in your company.

 

4. Consider mobile shredding Services

If you’re considering outsourcing your shredding requirements but still have a concern about your information leaving the premises, then explore the possibility of using an on-site mobile shredding service. This ensures that all shredding is carried out on-site and gives you an opportunity to closely supervise what shredding is carried out and have absolute security.

Quills offer both on-site and off-site shredding service and can collect and shred data at your home or office. For more information, take a look at our secure data destruction brochure. 

 

5. Efficient recycling process

It’s well known that recycling has a positive impact on our environment but be careful as time and time again shredded material is often stolen with the hope of gaining access to confidential data.

Outsourced shredding services ensure that your personal information is secure at all times. All shredded goods are still recycled but without comprising confidentiality as it takes place in a locked and private building with constant surveillance and security.

To find out how Quills Secure Shredding Service can benefit your business, get in touch today and request your free quote. Alternatively, take a look at our latest brochure for some more information on our data destruction service.

Quote