Companies generate massive amounts of paperwork and these need to be managed in an efficient and cost effective manner. Tax files need to be retained for seven years. Legal files need to be retained indefinitely. Personnel files need to kept securely to protect the employee’s privacy. Not only do they need to be retained but they also need to be catalogued and indexed so that individual files can be found, quickly, when needed. Records management is more than just about storing dusty old cartons. It is about taking dormant files and paperwork and making them accessible and usable through re-boxing, efficient placement , tracking the contents and their whereabouts in a database so that when needed, the documents can be FOUND and USED on demand.
JVK’s Records and Data Management service creates organisation out of chaos.
The process of managing the clients documents begins with a thorough consultation as to their needs and requirements. We then provide the client with durable and strong imported archive cartons, pre-labeled with bar codes with client name, department (if required) and carton number. Clients can subdivide the contents of the cartons into folders which each also can have a bar code. The client packs the cartons (or we can) and a general, or more detailed, description of the contents is made which will later be uploaded and stored. We then transport the cartons to our warehouse, via secure vehicles. Upon arrival the carton bar codes are scanned into our computer system and placed on to purpose made shelving, which are also bar coded. All the data is uploaded into our records management software which now tracks location, movement, collections, deliveries, disposal and destruction. The client can access their storage data online or through purpose designed reports.
If a client needs to retrieve a specific carton or folder they can message us online and the required documents can be delivered promptly. Or, a scan on demand service is also available.
If any documents need destroying we can shred and provide a Certificate of Destruction.
JVK also offers digitisation services for company records, accounts, reports, expenses. See our Digitisation website for more details.
Our facility has 24 hour CCTV, fire detectors and prevention systems. It is secure with restricted access.
Now that the clients documents are being managed efficiently they have peace of mind knowing that they are secure, accessible and not taking up precious (and expensive) office floor space.
To discuss your records management requirements please contact us.
info@jvkpacificpng.com
