DataCare - Features of our Service

Datacare, now part of Restore, have been successfully delivering document management solutions since 1980. 

Security

Our storage archives and imaging centre are located on an airfield in North Oxfordshire. This ex US Air Force Base is protected by perimeter fence with double razor wire built to NATO military standards. Access to the site is via manned security gates; controlled by Mitie Security, 24 hours a day and 7 days a week. The hardened aircraft shelters currently occupied by Datacare have been converted into archives following the guidelines of BS5454. These ex-NATO buildings are made from one metre thick concrete on a hardened steel shell; designed to withstand a missile attack.
 
We control the environment, security and access to client data. Access to the buildings themselves is limited through use of key fob technologies. Regular reviews of the archive security are undertaken and access control is reviewed and updated on a monthly basis. Both the archive shelters and main office have L3 type fire alarm systems installed to BS5839 standard.

Point-to-point tracking

Datacare has its own dedicated fleet of unmarked vehicles and drivers for the delivery/collection of documents. In line with our commitment that client information is safely and securely managed at all times, our vehicles are fitted with an intelligent Trafficmaster/Fleet Director system for transportation. The online system enables a fully visible ‘live’ trace on the safety and whereabouts of the vehicle and its contents during transit between our secure storage facilities and the pick-up point.

Drivers are not permitted to stop at any point, apart from to collect and/or deliver data. There is a driver policy which includes full AA cover. All drivers carry mobile phones, in the event of a breakdown or accident the driver is instructed not to leave the vehicle so that documents are supervised at all times.

All data received at Datacare is given a unique barcode and scanned onto our tracking database. All documents added to our management system can be instantly traced to its unique and secure location. When documents, files or boxes are moved for any purpose, they are scanned and tracked through every movement using barcodes. 

Document management and storage

Temperature in our archives is maintained between 13 -19 degrees C +/- 1 degree with the humidity maintained between 45% - 60% +/- 5% as per BS5454 Guidelines for the archiving of data. This is achieved by a combination of installed air conditioning units, the construction of the shelter (one metre thick concrete shell with no natural lighting) and an extraction system which allows for a change of air in the archive.
 
Pest Control procedures are in place and are contracted to a third party supplier to install and maintain rodent and insect bait traps which are regularly monitored.
 
Data is not only stored across all the shelters but is also randomly stored in each shelter to mitigate the risk to data integrity through potential fire or breach of security. Should there be a fire or other potentially harmful event, all documents are not endangered at the same time. We are also compliant with ISO 11799 annex C - disaster preparedness.

Document imaging, scanning and digital conversion services

We can convert any document (paper or film) into any image format. Our state of the art scanning bureau is located on the same site as the archive shelters. This means that records can be pulled from the archive, then scanned and re-filed without leaving site. On-site options include:

• High Volume Document Scanning (200,000+ A3/A4 pages per day)
• Large Format Scanning (up to A0)
• Microfilm
• Microfiche
• Books
• OCR
• Image on Demand (secure remote access)
• Preparation and De-prepping
• Legal Admissibility (document scanning to BIP 0008:2004)

Shredding and destruction

Datacare’s secure and fully confidential destruction service is compliant with BS EN 15713:2009; providing a safe way of responsibly disposing of sensitive documents and data. Secure shredding and recycling of paper, documents, files, magnetic tapes, CDs, videos and hard drives is available.

Indexing

Our complete indexing service involves detailing all available information on individual files or boxes (as appropriate) and cross referencing them to box-barcodes. We build a comprehensive, file-level inventory of each box stored with us, which allows us to document and confirm receipt of each file. Once the indexing is complete a full list will be supplied to you, making it easy for you to identify boxes or files.