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Insurance document storage and management

Document storage for the insurance sector

Underwriting, claims reporting, adjudication and so on. Chances are you're sitting on vast volumes of insurance documents containing a large amount of personal data. And of course, that also means you’re having to tackle the complex data privacy challenges that all that paperwork poses, all at a time when fraudulent claims are on the rise.

New claims, detailed reports and the latest financial information produce boxes of paper and hard drives full of digital data every day.

Restore Records Management works in partnership with you to make sure that every link in the information chain is strong and secure, for your reputation, for total peace of mind.

We have over 50 locations across the UK offering collections and deliveries of your active files from your business. You can have complete trust in our security measures: vetted staff, GPS-tracked vehicles, access control, fire suppressants and air and humidity control.

What our Records Management Service offers Insurers...

  • Security: 24-hour secure entry systems and CCTV; GPS-tracked vehicles, vetted drivers and operatives at every stage; ultra secure deep storage, latest dessicant technology for humidity control and specialist racking are some of the ways we can tailor our service to you.
  • Software: our bespoke on-site file and asset tracking system, Dovetail, is a single management hub, which ensures the correct levels of access, privacy and security and increases productivity by up to 25%. Dovetail interfaces beautifully with your existing management systems and blends seamlessly with our own O’Neil’s software. What’s more, it’s free to our customers and we come and set it up so it’s right for your business.

The benefits for you…

  • Instant access accounts: customer data, transactions, claims, medical and police reports and underwriting commentaries – you need the information and you need it now. Whether digital data or paper records, we can get it back to you at the touch of a button or from a phone call.
  • Disaster recovery plan: back up is the pillar of any plan to get a company back on its feet if it comes under viral or physical attack. We provide automated, expertly monitored on-site hard drive storage, as well as off-site back up to disc or tape, and Cloud storage. Our back-up systems automatically save electronic transactions to our secure servers, giving you desktop access and peace of mind.
  • Money-saving: just because you’re our customer doesn’t mean we stop giving you the best service. We proactively analyse your storage patterns, for example, to find ways to save space and money – whether that’s new archive boxes or a programme of destruction – and, on our management accounts and invoices, will highlight these cost savings.
  • Complete compliance: our Dovetail and O’Neil’s software programs flag up retention deadlines well in advance so we can destroy paper and digital data swiftly and securely. We understand the need for continued confidentiality, even when paper is shredded or discs wiped, which is why we provide auditable trails and Certificates of Destruction.
  • Trust and confidence: you may find you can’t manage the sheer churn rate of data, staying abreast of changing regulations and end-of-life requirements without Restore Records Management working as your records management partner…

 

Watch our short film on Data Management Solutions to the Insurance Sector

 

 

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Records Management

 

Our records management service offers insurers...

  •  Over 50 locations across the UK
  • GPS-tracked collections and deliveries from storage facilities near you
  • Secure storage with 24/7 security entry systems and CCTV
  • Operate to the highest industry standards and accreditations
  • A stable environment with temperature and humidity control
  • Deep storage for deeds, wills, financial and medical records that must, by law, be retained for many years
  • Desktop control through online tracking software, which enables access at the touch of a button, audit trails and proof of an unbroken chain of custody

Our national network means you’re never more than two hours from your local document storage facility. Plus, with same-day and next-day GPS-tracked delivery of your documents seven days a week, we can get the file on your desk the very same day.

 

What our customers say about Restore Records Management

Royds Withy King

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Royds Withy King

 

Restore Records Management makes us feel looked after and appreciated as a client, whereas our old supplier viewed us as just a number.

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Why store documents?

As a company, you handle confidential information on a daily basis, and are entrusted by your staff, customers and suppliers to protect this information. Data protection legislation also places a legal duty on businesses to protect confidential information, with unlimited fines for those who fail to do so. This includes all methods of information storage, not just paper documents. If a breach in security does occur, the Information Commissioner’s Office (ICO) has the authority to impose huge fines in the instance of non-compliance with data protection legislation.

For many organisations, information is the most important and most valuable commodity they own. No company can afford to underestimate the cost, to both their reputation and their bottom line, of information falling into the wrong hands. In an increasingly competitive business environment, your company’s integrity, reputation and prosperity depend upon the secure handling, storage and destruction of sensitive information.

Mayer Brown LLP

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Mayer Brown LLP

 

Restore Records Management had been managing documents for the Records Management team.

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Why Restore Records Management?

Our facilities have secure entry systems and CCTV monitoring round the clock. Our facilities are temperature and humidity controlled that include fire suppression systems. Boxes are stored on specialist racking to protect your documents. Boxes are barcoded and tagged to be easily traced for retrieval and collection.

Our vehicles are GPS-tracked with vetted drivers and operatives at every stage.

Moving your archives over to Restore Records Management could not be easier with our teams managing the whole process on your behalf to save you time and money.

On-going the pick up and retrieval of your boxes can be actioned directly through our RSWEB software or via our admin teams who are on hand to facilitate the movement of your files.

 

Fill out our quick quote form or contact our knowledgeable, expert account managers to find out more about our high-security, personalised records management services specifically adapted to the insurance sector.

 

Records Management Certifications and Memberships