Q & A For Storing Data
And if you can't find the answer you're looking for here.. get in touch!
What is classed as a record?
A record is considered to be and form of information that is essential to the smooth running and progression of your business. A record can take many forms, it can be an email, microfilm or a computer disk for example
What is the life cycle of a record?
There are 4 stages in the life cycle of a record:
1) Record creation and organisation: The record is created and the process of organising its future is planned
2) Active Management: The activity involved in managing the record. Many active records will need to be accessed regularly.
3) Inactive Management: Inactive records require storage for many years before they can be safely destroyed.
4) Destruction: Old records, that have reached the end of their life are safely destroyed.
Will I receive proof that my records have been destroyed safely?
Once your records have been signed off for destruction, they are confidentially shredded, pulped and recycled. We will then issue you with a destruction certificate, giving details of which records were destroyed and on which date. Your archive database is also adjusted to reflect this.
I have so many different kinds of records and data, how can I find out which ones I should keep, and for how long?
The PHS Recordsmanagement team, with their years of experience and knowledge can work with you to help you understand which important documents to keep and for how long, please don’t hesitate to contact us for further information and advice. For a quick over view of document retention periods, however click here
What makes Datasafe different from other companies?
Our business is records management, pure and simple. Unlike many other storage companies, records management is not an “add on” to our core business of removal, logistics or general self storage. Our strengths are our experience, flexibility and innovation and are our aspirations are to be the best, rather than the biggest.
How quickly can I get my records back?
2 hour Express Return – delivery within 2 hours of request confirmation
Half Day Return – delivery within 4 hours of request
Next Day Return – delivery within 24 hours
FaxBack – delivery by fax within 2 hours
Scan-on-Demand – electronic delivery of records not pre-imaged
What is the Records Management Society?
The RMS is a professional body for records managers. The objectives of the society are to further the knowledge of the management and administration of records. PHS Datasafe are full and active members of the Records Management Society and through our membership, are able to keep abreast of the latest developments within the field of records management.