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Cintas Document Management Review

About Cintas

Cintas are a document management company that operates globally, with 10 UK locations from Glasgow to London. With such a large UK presence, Cintas is easily accessible to nearly all businesses, and offer a wide range of document managements services including storage, scanning and disposal of confidential materials.

Storage Solutions

There are two very important aspects when it comes to document storage; security and accessibility. Cintas are committed to the security of confidential paperwork, and make access (including regular access) to stored materials quick and easy. In terms of security, their storage facilities are equipped with CCTV and alarm systems, and clients are welcome to visit the facility of their choice to see the security measures themselves firsthand. The heightened security measures in place at Cintas venues have earned the company an ISO27001 accreditation for information security.

As for access to documents, Cintas make it simple to retrieve documents without wasting time rummaging through box after box of paperwork. This is where they have a clear advantage over other document management companies in the UK. They offer a variety of retrieval services, ranging from the more cost effective two day delivery, to the more costly, yet more convenient two hour express service. All documents are delivered straight to the door, and are collected after use. It's quick to arrange a retrieval either over the phone or by email, but for the ultimate in convenience, customers can use Cintas' software, Filetrak. Alternatively, customers who don't require the physical document can request for the paperwork to be scanned on demand.

Digital Scanning

Having documents available digitally rather than exclusively in physical form can have huge benefits. Not only is a digital copy an excellent backup in case of destruction, it's also much simpler (and quicker) to send alter the document or share it with others. Cintas offer scanning services at all of their UK locations, but for very large volume jobs, the Heathrow facility has state of the art technology that can handle even the largest of scanning requirements, up to 1.5 million images each day.

A standout feature of Cintas over other document management services in the UK is the wide range of format choice they offer, giving clients greater control over how they view and manipulate their text. Businesses can choose from CD or DVD copies as well as an external hard drive or memory stick, or can choose to have the documents uploaded to a secure website, ideal in situations where numerous individuals in different locations would need to access the files. Alternatively, clients can choose to use the Cintas eView system which offers instant access to all scanned documents.

Are your documents already boxed?



Document Shredding

Shredding is the only way to be sure that confidential materials are safely disposed of, and while companies can choose to do this in-house, office shredders can be expensive. The process takes time and the machines are not particularly suited to handling high volumes. Cintas offer a range of shredding services to take the effort out of document disposal, ranging from one off shredding, which often costs around £25, to scheduled disposal, costing around £15 per time.

For peace of mind, Cintas boast a BSI accreditation for information destruction, meaning they adhere to a strict set of processes that ensure documents are disposed of in a safe, confidential and environmentally friendly manner, with all suitable materials being recycled. In fact, this company's recycling efforts have saved over 45,000 trees, 1 million gallons of oil and almost 20 million gallons of water in total. For all scheduled contracts, Cintas supply a secure container for documents and a certificate of destruction is supplied for each load.

Review

Cintas are one of the largest document management companies in the UK, and are renowned for tackling all aspects of management. Can you find a more cost effective document management provider in the UK? The truth is, probably. But do be wary of companies offering similar services for a much cheaper fee, as their processes may not be as regulated. What Cintas lacks in value for money it makes up for in service and quality, so it's a company well worth considering for your document management needs.