PHYSICAL DOCUMENTS MANAGEMENT

Home Physical Document Management

Our state-of-the-art facility offers superior storage conditions and easy access to documents while reducing your storage costs. The burden of archiving your documents is fully transferred to us.

Chain Of Custody

Our responsibility to protect your documents begins from the point you hand them over to us and continues till we either return them to you or securely destroy them.

In order to ensure the security of your documents, we rely on a series of tightly-linked safeguards and procedures whereby a unique identifier is assigned to each client asset in our custody, enabling it to be tracked constantly, no matter where it is.

Our staff are well trained about the confidential nature of your documents. They are vetted thoroughly and bonded. They carry a means of identification at all times and staff that handle delivery and pick-up are required to wear a uniform.

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MODERN AND SECURE FACILITY.

 

Our state-of-the-art facility offers superior storage conditions and easy access to documents while reducing your storage costs. The burden of archiving your documents is fully transferred to us,

 

1. PERIMETER FENCING: Our facility is fortified with a continuously monitored electric perimeter fence to prevent unauthorised entry. We also have intrusion detection systems to provide advance warning of any attempt to breach the perimeter.

 

2. SURVEILLANCE CAMERAS All spaces (internal and external) in the facility are monitored 24/7 by surveillance cameras. Our cameras are high definition and have motion detection features to alert our monitoring team of any unauthorised movement.

 

3. PHYSICAL ACCESS CONTROL: Access to storage areas is restricted through the use of access cards or biometric systems. Only authorised staff are allowed access, and on a need-to basis. All doors have a self-lock mechanism in case they are accidentally left open.

 

4. MANNED GUARDING: All access points to our facility are monitored by highly trained, well-equipped security personnel 24 hours a day, 7 days a week.

 

5. FIRE SAFETY: Our facility is designed to materially limit the possibility of an accidental fire: all electrical wires are in non-combustible conduits; all walls and doors have a fire suppression rating of at least two hours. An automated fire detection and alarm system is in place. Our facility is also equipped with an Early Suppression Fast Response (ESFR) system, which have been proven to be the most effective in suppressing fires in storage facilities.

 

6. PEST CONTROL: To prevent infestations, our facility is maintained clean and treated with effective pest control.

 

7. FLOOD CONTROL: Our facility is not within a flood plain and is situated on land that is elevated compared to the surrounding terrain. A good drainage system is in place and there are no water pipes in the storage areas.

 

8. CLIMATE CONTROL: The temperature in our storage facility is maintained within a narrow recommended band. Humidity is also monitored to ensure it is kept within a desirable range.

 

9. EXCLUSIVE STORAGE UNITS: DataGuard offers exclusive storage areas available for clients that require private storage of documents.

Easy Retrieval

Quick identification and easy retrieval of stored documents through our bar code system. Delivery can be same day or within 24 hours. If your individual documents are indexed, we can even scan-on-demand to you so you receive a digital copy immediately at your desk.

Web-Based Access

“Our easy-to-use web portal gives you 24/7 access to your documents. Even though your documents are stored off-site with us, you maintain full control by being able to track your entire document inventory, manage services, and access activity reporting instantly.

Customer Service

When you call us, you get to speak with our staff who are directly involved in the management of your documents. You do not get redirected to a call centre or to an automated machine. Your call is answered and your query is attended to immediately, in person.