Managing the Database
Managing Your Files
After Docu-Store has worked with you and assessed your storage requirements you will be provided with file storage cartons and your own personalised record management system.
Your personalised record management system includes.
Database:
Your database is you personalised record management system.
This system is your process for recording and identifying the files and cartons that you store with Docu-Store.
Each carton is allocated its own computer generated number which becomes its only means of identification during its time with Docu-Store.
The Carton:
Docu-Store supplies a convenient file storage carton designed to take a variety of files.
It is recommended that the total weight of individual cartons does not exceed 15 kg’s. Each carton has recorded on them,
- The Customer Client Number
- Date of arrival into Docu-Store
- Cartons Destruction Date (if supplied)
- Its individual warehouse Location
The Carton Contents:
Individual carton content details are recorded by either:
- Manually recording using Docu-Store supplied stationary.
- Creating your own computer generated database.
This information remains confidential to, and is normally recorded by the customer.
Docu-Store has no interest in what cartons contain.
Transfer and Retrieval:
The Transfer and retrieval of cartons and files is carried out by Docu-Store approved staff only. Docu-Store carries extensive Public Liability and Carriers Liability insurance.
Retrieval:
To request a carton or file to be delivered or returned you can either e-mail us or fax on Docu-Store supplied order request stationary.
Pick-up:
To request a carton or file pick-up or return to Docu-Store, you can either email or fax on Docu-Store supplied order request stationary.
Docu-Store prides itself in providing a service of delivery within 24 hours of receiving a request.
Authorised Personnel:
It is preferable that a list of those staff members who are authorised to retrieve your records is supplied to Docu-Store.
Termination and Destruction:
You have the opportunity to note a destruction date for each carton at anytime.
This date is logged into the Docu-Store computer.
In advance of this date you will be advised by Docu-Store and written authorisation sought for destruction. No cartons or files are destroyed by Docu-Store without this authorisation.
You are advised after destruction is completed and carton/file details have been deleted from the Docu-Store computer.
All material is shredded in accordance with the NZ Security Association Code of Practice for Secure Destruction of Sensitive Material.
Audit and Traceability:
A customer report showing current carton status is supplied 6 monthly or is available on request.
Policy - Storage Cartons
Only cartons intended for records storage will be accepted. Copy paper boxes, stationery boxes, equipment boxes will not be accepted.
- Cartons must be in good condition and not over packed.
- Lids must fit securely over the carton and cannot be torn or crushed.
- We suggest ordering quality cartons provided by Docu-Store.
Docu-Store reserves the right to refuse the pick up of unsuitable cartons or advise the client that a repacking charge will apply.
Docu-Store encourages you to use cartons that are double walled and double bottomed with lids designed to withstand crushing or collapsing when stacked.