Facilities and Records Management Services
We understand the close relationship between Facilities Management and Records Management, including the overlapping requirements for workspace planning, soft asset audits and reporting, records retention governance, document scanning, archive storage, content management technology and document disposal.
FACILITIES MANAGEMENT SERVICES:
Office Moves and Changes - planning, auditing, project management and removal services covering filing, furniture and IT equipment. This includes space planning and a CAD service.
COVID-19 and Flexible Working - planning how staff can successfully work from home, including advice on collaborative technology and the privacy and data protection aspects of digital working when not in the office. This includes consultancy on handling of COVID-19 related employee data, covering health and safety, symptom reporting, temperature checking and testing.
Asset Audit and Reporting - cataloguing your archive items, cabinets, furniture, artwork, plants and flora, catering, cleaning, ICT and safety equipment. We also provide a reporting service on asset location, condition, work and event histories, maintenance and disposal schedules.
Asset Maintenance - we can manage the process of asset maintenance, repairs and renewals. We can also arrange for asset storage and disposal as required.
RECORDS MANAGEMENT SERVICES:
Information and Records Management Strategy - helping you value and manage information as a vital business asset, ensuring you have the governance, processes and tools in place to effectively and efficiently look after both physical and digital documents and records throughout their lifecycle.
Information and Records Management Governance - authoring the policies, standards and procedures required to ensure that documents and data are stored, processed and retained in a manner compliant with business need, regulation and law.
Information Audit Service - providing audit services to identify, profile and risk manage your physical and electronic information assets (including meeting the requirements of the UK GDPR Article 30, Data Protection Act 2018, NHS Data Security and Protection Toolkit and ISO 27001).
Document Scanning - Bureau scanning facility for batch, on demand and backfile conversion across London, Essex, Home Counties and South East. Read more
TECHNOLOGY:
Informu Asset Management System - leveraging highly flexible configuration capabilities, the system can be used to catalogue, risk manage and report on your information and facilities soft assets, including the application of retention / review rules based on a business classification scheme, task alerts and audit trails of business events such as movement, archiving, sharing, migration and disposal. Read more
The system also provides a platform to design a flexible solution to automate information processes, such as DPIAs and data sharing arrangements, as well as produce your GDPR Article 30 records.
Barcode File Tracking Software - deployed for managing the location and movement of paper files and archive boxes across offices and archives.
This system is specifically designed to provide barcode file management and tracking, which organisations deploy in-house to provide entire file lifecycle management, integrating as required with the storage inventory management system of offsite archive providers for seamless order processing. It includes hybrid physical and electronic records management capabilities, allowing you to manage and govern both formats on a consistent basis. It is ideal to track and trace important files, archive boxes, backup media, product and laboratory samples etc. Contact Reynold to arrange a demo.
Please contact [email protected] to discuss any of the above services.