To ensure you get the absolute best service available for your exact requirements, there are a number of factors to take into consideration when choosing a document management company.
Here are some things to think about when making the decision:
If you’re storing confidential materials, you want to be sure that your documents will be held in a secure environment, rather than in a standard filing cabinet that anyone could gain access to.
Ideally, storage venues should be monitored by both CCTV cameras and the physical presence of staff, and the building should include measures that reduce the risk of disaster, such as fires and flooding.
If possible, it’s best to choose a document management company who hold some form of accreditation for their secure handling of confidential materials, such as the ISO27001 certification for information security.
This means that the company will have demonstrated that they adhere to a strict set of guidelines in the handling of materials.
If becoming green is something your office is striving to achieve, you may wish to give some thought to what happens to your old documents once they have been destroyed.
For environmentally friendly offices, it’s best to choose a document management company who are committed to recycling, and recycle all suitable materials after destruction.
By doing so, document management companies are able to save a host of natural resources, including trees, oil and water.
Many document management companies in the UK operate on a nationwide basis, with facilities all across the country providing easy access for the majority of British businesses.
However, some companies are region specific, so it’s vital you make sure there are adequate facilities near your head office, or to all offices that require the services if you have a number of UK locations.
Most document management companies in the UK offer comprehensive services including storage, scanning, and shredding, but businesses shouldn’t assume that all companies will offer all services.
If you want a full service, or a specific service in particular, always make sure that the company you choose does provide this.
Some companies that market themselves as document management companies merely offer storage solutions and little else.
Depending on your level of need, it could be worth considering the type of facilities a document management company have, and what technologies they use.
For example, small and medium businesses with low to moderate requirements will probably find that all the facilities and technologies of the most reputable document management companies are suitable for the volume of documents they require services for.
Large, international corporations often look at choosing a company that uses state of the art equipment that makes scanning and shredding a quick and easy task.
Some document management companies like to lock their customers into contracts whereas others don’t, and it’s difficult to say which method is better; it all depends on a company’s requirements.
For example, those with low volume needs may prefer a company that doesn’t use set length contracts, opting instead to use a pay-as-you-go service.
However, companies with higher volume needs may find that a contracted, scheduled service is a more cost effective option.
Document Management Companies in the UK
There are a wide range of document management companies in the UK, each offering something different, so it’s worth looking into a few companies and seeing how their services could benefit your business.
For a little help getting started, here are three reputable document management companies in the UK:
DataSpace operate throughout the North West of England and North Wales, and offer a full document management service to their clients.
In terms of storage, DataSpace archive records for both SMEs and large corporations; volume simply isn’t an issue.
The company are compliant with the BS5454 data security regulations and use CCTV monitoring at their facilities.
Scanning to a range of formats and destruction in line with with Data Protection Act 1998 is also included. DataSpace have worked with some high profile clients, including the NHS and private hospital trusts.
Cintas are an international company, with 10 locations across the UK, serving a range of businesses between Glasgow and London.
Cintas are accredited to ISO027001 standard for information security, so companies can be sure their documents are stored in the safest manner possible.
Companies with high volume scanning needs will appreciate the high tech facilities, particularly those with an ability to scan up to 1.5 million images each day.
Cintas hold a BSI accreditation for information destruction, and are committed to recycling shredded materials.
ClearData offer services across the UK, with dedicated account managers for each region, making it easy for businesses to get in touch with the right contact for them. Although shredding services are offered, ClearData primarily focus on data storage and scanning services.
ClearData are ISO027001 accredited and have worked with high profile clients such as AXA and the NHS.
The company are experienced in working with clients in a range of industries, particularly those in construction, HR, housing and finance.