Records Management

Physical Records, Information and Content Management Services

optimise your records management today

Let us help you identify and manage all your information appropriately.  We deliver solutions across both electronic and physical records to help you reduce costs in storage, space and time.

Reduce your administration costs, loss of records and double handling while meeting your retention and disposal requirements.  

  • Secure and Local Physical Records Storage

  • Digitisation Solutions

  • Retention and Disposal Schedules

We welcome small or large numbers of items - from one hard-drive to your entire business records inventory.  We provide storage for organisations and companies of all sizes.  

“Timaru Security Document Storage have recently provided ODL with a secure storage facility for document storage. The service we have received from Denise at Timaru Security has been excellent. Timely document pick up from our premises, accurate documentation of all files in storage in an easy to follow format and easy sharing/access to files in a very timely manner are part of the service. The staff at Timaru Security Document Storage are very easy to contact and very helpful. Highly recommend.”
— J.B., Quality Officer. Oceania Diary Ltd.

Physical Records, Information and Content Management

 

Secure And Local Physical Records Storage

We provide a totally secure service, including transportation and storage facility with experienced licensed staff.

We offer the only dedicated and managed storage facility in South Canterbury.  We deliver and collect your records or you can collect from us by arrangement.

Our rigorous and secure processes will give you the peace of mind that comes from entrusting your documents to a dedicated information and records management service.  

  • Secure facility with 24 hour monitored burglar alarm with smoke detection, access control and cctv protection

  • Protection of business assets in case of a localised disaster, theft or employee sabotage

  • Better utilisation of your resources - employees and your physical space

  • Efficient, fast, secure delivery of your records when you need them

  • Retention and disposal processes to your requirements

  • Increased efficiency

 

Retention and Disposal Schedules

We assist your business to know what records and information to keep, and how long they must be kept for. 

We can design or refresh your systems to: 

  • Embed business rules to ensure records are kept for as long as they are needed, and no longer.

  • Have a semi automatic content review and disposal system in place.

 

We create a file schedule recording details of each file when it is stored with us.   Each file has a destruction date assigned.  You review the schedule annually and confirm destruction as listed or further retention.  A copy of the schedule is available for your records.

 

DIGITISATION SOLUTIONS

We provide scaled digitisation for businesses and agencies wanting to back capture physical records in digital form. 

  • We host or return digital content

  • After digitisation, original records can be securely stored

  • At the end of life cycle, as documented in file schedule and reviewed, we can securely destroy

Our services will reduce your costs for local storage or hours tied up in staff time.

 

Taxonomy Development

We assist you in developing a records taxonomy which works for your business.

We work with you to map a filing structure which sets rules around systematic records management, to ensure files are easily found in the business owned function and activity model. This ensures the business captures and controls vital information, rather than individual staff members. 

 

Also available:

  • Strategy and Change Management

  • Audit and Compliance

  • Training

Contact us now to discuss your options for optimising your records management.