Frequently asked questions about off-site
document storage.

Q1. Why should I store my records off-site with Formsafe?

Q2. Will my records be properly looked after?

Q3. How do I retrieve my records?

Q4. How do I know which box to recall?

Q5. How are my records kept separate from other clients of Formsafe?

Q6. Do I need to use Formsafe boxes?

Q7. Can I go through my archives on site at Formsafe's premises?

Q8. What happens when my records have reached their retention date?

Q9. Can I store other items with Formsafe ie furniture?

Q1. Why should I store my records off-site with Formsafe?

A1. You will reduce costs, improve efficiency and protect one of your company's most valuable assets. Here's how:

• Office space is expensive. Storing records with Formsafe is cheaper than using your own valuable working location
• Maintaining records is a time consuming and difficult task. Formsafe have many years experience in this field with dedicated professional staff on hand to advise on and manage your archives.
• Keeping accurate and accessible records is a statutory duty of all commercial organisations. Company directors have a duty of care to protect the company's assets which include archival records.
• Lastly, a well maintained archive can be the very best protection against future litigation. The cost of storing records with Formsafe could be a fraction of the cost of defending a prosecution without the benefit of documentary evidence.

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Q2. Will my records be properly looked after?

A2. Formsafe operate modern purpose-built premises dedicated only to the storage and management of archival records. Our facilities include:

• 24 hour alarm and fire detection systems
• Closed circuit TV systems
• Electronic key-pad entry
• Security patrols out of hours

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Q3. How do I retrieve my records?

A3. You can recall your boxes or files by telephone, e-mail, free-fax or using secure electronic access.

• Formsafe uniformed personnel will deliver your boxes back to your desk within 24 hours if requested
• An even faster premium recall service is also available
• When you have finished with your files they will be collected and returned to storage.

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Q4. How do I know which box to recall?

A4. When you fill the boxes with files you make a list of the contents using the schedule supplied by Formsafe. When you need a particular file you refer to your schedules and identify the exact box needed. Formsafe can help with this process as follows:

• Formsafe supply document storage boxes in flatpacks of 20. Also available are pre-numbered labels that you attach to the outside of the box to identify each box individually.
• When the box is filled you contact Formsafe, we collect it and put it into storage.
• Next day, you can securely access our system using our ARCHIVE+PLUS package and directly input the contents of each box onto the screen.
• When this process is completed it will mean that in future when you require a particular file you can check that the box you are recalling actually contains the file or paperwork that you need. These records will be maintained by us thereby overcoming the difficulties that can be caused by changes in personnel within your organisation.

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Q5. How are my records kept separate from other clients of Formsafe?

A5. Formsafe use a powerful Records Management software package utilising the latest technology:

• When boxes are received into storage Formsafe attach a unique barcode label to identify the box and the customer.
• Using hand held portable data terminals (PDT'S) the information is scanned and downloaded into the computer.
• When the box is put into store the barcode is scanned along with the location which tells the system exactly where the box is being held.
• When a box is required the system is accessed and a picking list created. Using the PDT our operatives identify the correct box and "pull it" ready for delivery back to you.

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Q6. Do I need to use Formsafe boxes?

A6. Not necessarily although we strongly recommend that you do.
Here's why:

• Formsafe boxes are very strong and are specifically designed to withstand frequent handling and long term storage
• Formsafe boxes are supplied flat-packed in multiples of 20 and are very competitively priced.
• Formsafe boxes are correctly sized and marked to conform to the current Health & Safety guidelines on manual handling.
• NB. We can accept boxes from other suppliers BUT they must be good quality document storage boxes. We reserve the right to refuse boxes if they are of poor quality, in bad condition or are incorrectly sized.

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Q7. Can I go through my archives on site at Formsafe's premises?

A7. Yes. You need to give 24 hours notice of an intended visit and we will make a room available for you to view your records. You will need to specify which boxes you intend to look at so that they can be retrieved from the storage facility in time for your visit. There is a charge made for this service.
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Q8. What happens when my records have reached their retention date?

A8. Formsafe's system can monitor your archives and advise you when they have reached their "destroy by" date. This is what happens:

• When the box is placed into store you mark a date on the outside when you want the box to be destroyed.
• Formsafe enter this information into their system as a "review date".
• When this date is reached Formsafe advise you and you decide if you want the box destroyed or retained for a further period.
• If the box is to be destroyed you confirm this in writing and the box is taken from store and disposed of by a licensed Security Destruction contractor.
• A "Certificate of Destruction " is issued.

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Q9. Can I store other items with Formsafe ie furniture?

A9. No. Formsafe are specialists in the storage and management of archival records. We accept paper files, computer back-ups (disks tapes etc), plans, files, micro-film, video and audio tapes.

These are the most frequently asked questions but if you have others please don't hesitate to contact us. Our numbers are:

• Phone: 01444 246321
• Fax: 01444 247614
• e-mail: sales@formsafe.co.uk

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