FAQ - Frequently Asked Questions

Can you use my existing barcodes?  Yes. In some cases we can use the actual barcodes already on the boxes. if they are not compatible with our system , we will add our own barcode, but we can use the barcode number of your previous supplier as your primary reference, so you would still be able to use this number to search and order collections and retrievals.

How much info can you put on for each box?  There is one primary client reference and a further four fields available for supplementary information about the box.

If the files are indexed, how can I see which box they are from? On your web inventory, it is possible to search by file. In this case the relevant box reference can be seen in the first column.

If you bring me a file from a box, will the file go back into the same box? Yes. The file is barcoded and will have its own audit trail, but it will always be associated with the box it came from. The box, in turn is associated with a rack location. Hence when a file is returned to our facility, we know exactly where it came from and we put it back in tthe same place.

How many boxes can you move in a day? We can collect thousands of boxes in a day given appropriate access. Generally, we stagger collections so that every box can be checked and indexed as it comes in. If this is preferred to maintain an unbroken audit trail, then we would collect around 500 boxes in a day.

Can you list the files on your system? Yes

Can I pick a box up from you? Yes

What if I need something out of office hours? We have staff on call for emergency out of hours requests 24 hours per day every day

Do you have CCTV? Yes

What fire protection do you have? Localised heat activated fire suppression protects all areas, monitored by a security centre In the unlikely event of fire, detection systems enable it to be total extinguished within seconds. A detailed security policy is available upon request.

What intruder protection do you have? All SRM facilities are protected by Redcare Audio Verified Intruder Alarm Systems, installed, maintained and monitored with the additional benefit of full Level 1 police response. Localised heat activated fire suppression protects all areas, also monitored by the security centre. In the unlikely event of fire, detection systems enable it to be total extinguished within seconds. A detailed security policy is available upon request.

How do you protect the data on the system? SRM utilises the O’Neil system to deliver an extremely robust and stable platform to manage SRM’s 13,500,000 archives.  Units are barcoded and every activity or movement is fully auditable down to the specific date, time and employee through the use of handheld PCs that capture all scans, movements, retrievals and collections.  Information is backed up in real time on a RAID 5 (striped) configuration server and through multiple locations off site. A ‘Disaster Recovery Plan’ is available on request.
Can I self store with you? Yes – but for security reasons we may allocate an alternative building

Do you do shredding bins to collect from site? We do not currently offer this service however we can collect boxed documents from site for secure destruction and provide a certificate for audit purposes.

Do you offer deep storage? Yes

Can you set up sub accounts? Yes

Can you set up the web so certain people can only see/retrieve certain boxes/files? Yes

What if I need a box whilst its in transit from my old supplier to you? The audit trail commences at collection from your previous supplier. We can locate and retrieva a box to you even before it has been allocated a rack location.