The public sector faces very significant challenges with regard to document storage and the management of this. The nature of public sector services often demands that large volumes of documentation are created and the retention periods for such documentation can be very extensive and sometimes unlimited.
Often documentation formats require specialised storage and retrieval solutions. An example of this is the local authority planning application process which involves the storage of maps and drawings.
The pressure on internal resources, both space and people, has seen the public sector move to an outsourcing model for document storage with a key emphasis of value for money.
We understand fully that if the individual public sector organisation is managed on a stringent budge then the outsource partners will be expected to deliver their service to the same financial standards and expectations but at the same time retain consistently high quality levels at all times.
In 2014 we introduced a new service for some public sector clients whereby we manage their on-site as well as their off-site records simultaneously. We maintain the same methodology throughout. Boxes and individual documents are bar-coded and tracked both on and off-site on DSM's database. Requests for retrieval are managing centrally by DSM whether the document is on or off-site. Documents are retrieved by DSM from both on and off-site locations and delivered to the person requesting the retrieval as required.
Our software provider DHS Worldwide released a new service module early in 2014 that effectively manages the entire document life-cycle. The functionality allows our staff at DSM and our customers' staff to manage and control document movements both on-site (client) and off-site (DSM) with one desk-top solution.
In addition to document storage and retrieval DSM also provide media (vault) storage, on-line back-ups, document scanning and secure document destruction services.
At DSM we are accredited under two industry standards as follows:
ISO 9001:2008 - an international standard that focuses on quality management systems, and
ISO 27001:2005 - an international standard that proves our systems and processes are accredited for compliance with the highest standards of information security
All our clients have access to our on-line records database, whereby they can view the location of each file (on-site or at our facility or in transit) and can request retrievals and schedule deliveries accordingly.
Our facility provides a secure 24/7 environment for all stored items including fire protection (FM 200 gas suppression), internal and external CCTV and externally monitored burglar/fire alarms.