1. RECORDS MANAGEMENT
YOUR GUIDE
TO OUR
SERVICES
All you need to know about secure,
reliable and cost effective document
storage services delivering complete
peace of mind
DATA STORE. DATA SORTED.
www.saracendatastore.co.uk

2. DATASTORE.
DATA SORTED.
Controlling your ComplianCe - Do you aCCess
DoCuments as part Comply with Current
Fast and efficient access to records
of your reCorD praCtiCes?
and documents is key to an organisation
management poliCy
The Freedom of Information Act 2000, looking streamlined and professional
Records and the information contained the Data Protection Act 1998 and the UK and this can only be achieved when
within them are crucial to any organisation Financial Services and Markets Act – how documents are catalogued, labelled
and the retention of them is vital, bringing to manage your records require good and stored well, thus improving
with it the problem of storage and quality information management and efficiency and productivity.
management retention schedules to facilitate finding
the required information and ensuring
An efficient document storage and record the Cost of spaCe
the information is not kept for longer than
management system starts from the in- anD time?
necessary.
house creation of a document through to
its final destruction or permanent storage, Office space is a valuable asset, too
combined with ease of access when and retention sCheDule valuable an asset to clutter up with file
if a document is required. storage. A good Record Management
A retention schedule/inventory should list Policy will make organising your files
After a short period of activity documents documents and records, and distinguish easy and facilitate speedy location and
and records, although inactive, need to differences, the retention period retrieval of the documents required.
be retained for a period of time leading necessary and disposition required.
to disposition (final destruction or Using a professional Document Storage
permanent storage). A retention period gives advice on the & Record Management company can
length of time a particular document or ease this problem, giving faster and
record should be kept. These retention easier access to documents and records,
periods are in accordance with various whilst freeing up your valuable office
Acts and Regulations, Company Policies space for more appropriate income
and Audit practices. generating activities.
Saracen Datastore Limited
Tel 0808 166 1424 Unit 4-6, Leatherhead Trade Park,
Station Road, Leatherhead KT22 7AG
sales@saracendatastore.co.uk
www.saracendatastore.co.uk

3. EXPERT
SERVICES
free reCorDs management fleXiBle solutions high teCh solutions
auDit & reView Customised to suit the specific needs of As a Strategic Partner of O’Neil Software
This important planning stage is all your business take your pick from: Inc, Saracen aim to always push the
too often missed as it perceived as an boundaries of the technology we use,
active storage For records with
expensive extra. Take advantage of a maintaining our position at the forefront of
regular access and live filing with rapid
Free Audit from Saracen to ensure you are the records management industry. We are
response times.
starting in the right place. We will review constantly testing new ways to make your
your internal and external systems and Deep storage Why pay a premium for Records Storage easier to manage.
provide you with the template to move records that have to be kept for regulatory
Barcode tracking system Point-to-
your records management to a new level and compliance reason but are rarely
Point tracking system with all movements
of effectiveness and efficiency. On top accessed or needed in an emergency.
and events surrounding any given record
of this we will be in a position to manage Start saving now:
being recorded and verified within our
your records better than any other
> 75% savings compared to London systems. Complete track and trace for the
provider as we understand your needs as
Office Space full lifecycle of your records.
well as you do.
> 65% savings compared to a Self 24-7 online Client access Through
tailormaDe Quotations Storage Facility Saracen’s RSWeb.Net client portal
By fully understanding your requirements customers can create, manage and
> 40% savings compared to a Document
we can personalise the solution on action service requests for all stored and
Storage Company in London.
offer to really target the areas of most pending records.
importance to you. Delivering an efficient, > Retrievals are still available on a 48hr,
gprs & real-time updates All
compliant records management service Next and Same Day Basis.
drivers are kitted out with the latest GPRS
and more importantly delivering peace file & Document management Only Mobile scanner devices that allow critical
of mind. We do not provide off the shelf touch and move the records you need delivery and pickup information to be
solutions only solutions to truly meet your recorded and processed in real-time via
own needs. gas protected fire Vaults For wills, GPRS.
deeds, contracts and other business
full transition planning critical documentation electronic receipts Sign for your
anD management record deliveries and pickups on screen
scheduled and ad-hoc Deliveries and receive the receipt in your inbox.
Let Saracen take the strain of the transition An extensive range of response times
process. Whether you’re moving available to suit – all carried out by a email notification Receive
boxes from your own internal archives team of uniformed, security vetted critical information including receipts,
or transferring records on mass from drivers, transporting the records in one workorders and even invoices direct
another supplier, Saracen will create of our satellite tracked vehicles. Saracen to your inbox. Be informed when your
a plan tailored to suit the requirement can meet your Retrieval requirements. records have been delivered and see
and manage that plan in its entirety. Our a copy of the signed workorder within
extensive experience of transfers enables
retention and Destruction seconds of the delivery taking place.
Saracen to ensure your Records are fully
policies Saracen can automate your
Retention Policies so that your Records imaging For highly accessed key
audited during the process. No fuss. No
are destroyed at the right time saving you documentation utilise our scanning
hassle.
money and ensuring compliance.. service with instant access to scanned
records via RSWeb.Net
seCure, moDern scan on Demand services Retrieve
reCorD Centres vital record information straight to your
Facilities boasting RedCare (Fire & inbox within minutes
Intruder) alarm monitoring; Digital CCTV take a step in
coverage; Proximity Fob Access Controls; the right DireCtion
4hr Fire Protected Vaults across multiple
storage locations in Leatherhead, Milton Datastore. Data sorteD.
Keynes and Sittingbourne.
Tel 0800 740 8700

4. 03725
FOR MORE INFORMATION
OR TO DISCUSS YOUR
SPECIFIC REQUIRMENTS:
0800 740 8700
www.saracendatastore.co.uk
OUR LOCATIONS: Coventry
A1(M)
M1 Cambridge
Worcester M5
Ipswich
Cheltenham MILTON KEYNES Stevenage
M11
A1(M)
M5 Gloucester Oxford
M40 M1
M25 Chelmsford
Swindon
Cardiff Southend-on-Sea
M4
M4
Reading M4 London
BRISTOL M25
M25
M2
Basingstoke
M3
SITTINGBOURNE
LEATHERHEAD M20
M3
M5
DORKING
Southampton
Eastbourne
Bournemouth
Exeter
Portsmouth