Document Storage & Retrieval for the Public Sector

After decades of working with clients in both the public and private sectors, we fully understand the challenges that document storage presents and the importance of consolidating and securely storing files. The specialist knowledge and experience that we have gained over these years and our first class facilities means that we’re one of only five approved ESPO 2957 document storage and retrieval service suppliers in the UK. Having been on this framework for many years, we are ideally suited to assisting public sector organisations with their storage and retrieval projects.

As part of a tender competition through the ESPO Framework 2957, we were asked to quote for a project that involved uplifting and securely storing 30-50,000 boxes of confidential documents for the London Borough of Barnet. Having recently opened a new 50,000 square foot secure facility in Northamptonshire that has the secure storage space for 350,000 boxes and offers in-house confidential shredding and scanning services, we offered this site as the perfect location for the council’s document storage needs.

With records stored across three council locations with an incumbent provider and one site nearing the end of its lease, time was of the essence. We therefore started to uplift the 11,000 boxes within five days of being awarded the project. The timeframe to move from the site where the lease had ended was two weeks, which our security-cleared staff completed with ease.

Next, we had to uplift a further 6,000 boxes that were stored with the current supplier. To do this, we scheduled articulated lorry loads to collect and transport these boxes to the new Northamptonshire site. Box inventory metadata was received for each lorry load upon arrival and existing barcode references were digitally captured for each box to ensure easy referencing. There were minimal operational issues to report between each lorry load.

We then had to uplift another site. Here we worked closely with the onsite council staff to ensure that the box level index was sufficient and updated with retention dates before uplifting pallet loads on a weekly basis.

Fortunately, as the council had existing O’Neil-based retrieval processes in place for their offsite records, we were able to work with the council’s end users to implement the required process changes swiftly and easily. With an average of 350 records retrieved per month and a similar number of files refiled, a barcoding system enables essential speed and accuracy in data collection and record storage.

As a result of our professional assistance, the London Borough of Barnet council have achieved a number of objectives in the first 12 months of working with us. They have reduced their total storage to 26,000 boxes thanks to a process of proactive destruction; they have improved their inventory of offsite records which has included a targeted re-index of 150 boxes that were flagged due to too many ‘not founds’ under the previous file level index; they have streamlined and consolidated their records management and processes with their offsite provider; and they have significantly reduced their onsite overhead costs.

More information about the ESPO 390 framework can be found on the ESPO website here.