Wednesday 20 October 2010
Thursday 9 April 2009
Customer Survey Results March 09
MARCH 2009: saw Saracen conduct its first Customer Survey of the year - an amazing number of you responded which we are all truly grateful to you for. All the results have been analyzed and reviewed in depth and some key highlights are summarised for you below.
• KEY RESULTS (Document Storage)
- 95% Rated our DELIVERY PROMPTNESS as Excellent (72.1%) or Good (23.0%)
- Suggested that a LACK OF SPACE ONSITE was a key reason for moving records offsite 86%
- 95% Rated our CUSTOMER SERVICES as Excellent (70.5%) or Good (24.6%)
• KEY RESULTS (Media Storage)
- 100% Rated our DELIVERY PROMPTNESS as Excellent (59.6%) or Good (40.4%)
- Suggested that RISK MANAGEMENT/ DISASTER RECOVERY COMPLIANCE was a key reason for moving media and data offsite 87%
- 92% Rated our CUSTOMER SERVICES as Excellent (53.5%) or Good (38.3%)
WHAT YOU SAID:
"Our Documents are retrieved Promptly & barcoding makes Life so much easier"
~ Val Salter HR Owen Plc
"Saracen have always been friendly, professional & helpful"
~ Angela Hall Musicians Answering Service
"Fast, Prompt, Excellent"
~ Carrie Gaston Hestia Housing & Support
"There is a standard approach of professionalism through the company"
~ Louis Tolaini Penningtons Solicitors LLP
"Your drivers are friendly which makes a change from other firms"
~David Troup Informa Plc
PR: 
LD: 
I: 
Rank: 
C: 
Thursday 19 March 2009
3 Ways to Reduce your Media Storage Costs with Saracen now.
In the current econimic climate we are all looking to reduce our costs but it is imperative we still all protect our data offisite. Please find Saracen's suggestions to help you to cut your costs.
1) Reduce the number of Invoices you recieve each year:
The estimated cost of processing an invoice for your business is between £20 - £50; this can rise even further if changes are required. That adds up to an annual cost of up to £600 for the 12 invoices you receive from Saracen currently, quite often for relatively small amounts.
Saracen are offering your Company a chance to reduce your costs by £400. You currently get 12 invoices a year quite often for small amounts. All that is required is to sign up for our Quartlerly Invoicing service.
We will invoice you just 4 times a year making your life easier and saving your Company money & adminstration time. Saracen will still provide you with high quality service levels which you expect and deserve.
Simply Click Here to email us to set up Quarterly Invoicing or ask any question you have regarding this service.
''This is going to save us time and money and will make our invoices easier to sign off'' - IT Manager, Software Company who has just started using this service.
2) Get a Retention Schedule in Place:
Have you given Saracen your Retention Schedule or Destroy Dates for your Media. Are your Tape Archives just building and building?
If you provide Saracen with your Retention Schedule we will send you reports to let you know when items are up for Tape Destruction ...letting you carry on with your more important activities and helping you avioid unneccesary Storage Charge in Saracen's Fire Vault.
3) Emailling of Invoices:
From March Saracen will be able to automatically email you your current invoices direct to you and your Accounts team. This will allow easier processing and less time passing invoices backwards and forwards between departments.
To sign up for this serivce contact Saracen today on 0800 740 8700 to speak with you Account Manager - or Email Saracen
1) Reduce the number of Invoices you recieve each year:
The estimated cost of processing an invoice for your business is between £20 - £50; this can rise even further if changes are required. That adds up to an annual cost of up to £600 for the 12 invoices you receive from Saracen currently, quite often for relatively small amounts.
Saracen are offering your Company a chance to reduce your costs by £400. You currently get 12 invoices a year quite often for small amounts. All that is required is to sign up for our Quartlerly Invoicing service.
We will invoice you just 4 times a year making your life easier and saving your Company money & adminstration time. Saracen will still provide you with high quality service levels which you expect and deserve.
Simply Click Here to email us to set up Quarterly Invoicing or ask any question you have regarding this service.
''This is going to save us time and money and will make our invoices easier to sign off'' - IT Manager, Software Company who has just started using this service.
2) Get a Retention Schedule in Place:
Have you given Saracen your Retention Schedule or Destroy Dates for your Media. Are your Tape Archives just building and building?
If you provide Saracen with your Retention Schedule we will send you reports to let you know when items are up for Tape Destruction ...letting you carry on with your more important activities and helping you avioid unneccesary Storage Charge in Saracen's Fire Vault.
3) Emailling of Invoices:
From March Saracen will be able to automatically email you your current invoices direct to you and your Accounts team. This will allow easier processing and less time passing invoices backwards and forwards between departments.
To sign up for this serivce contact Saracen today on 0800 740 8700 to speak with you Account Manager - or Email Saracen
Wednesday 25 February 2009
Saracen Datastore opens new Records & Data Centre in Milton Keynes
Saracen expands its service coverage opening a new 18,500 sq ft modern secure Records & Data Centre in a central location in Milton Keynes. The Record centre opens to the businesses of Milton Keynes on 1st December. Saracen Datastore is well known as one of the premium service providers for Secure Offsite Document Storage & Secure Offsite Archive Storage . Alongside this Saracen offers Secure Offsite Tape, Data & Media Storage .
Milton Keynes, Buckinghamshire 1st December 2008 – Saracen Datastore Ltd have open a new branch in central Milton Keynes. The record centre is 18,500 sq ft with capacity for 125,000 archive boxes and a data centre with Room for 50,000 data tapes. The Facilities have internal and external CCTV, access controls and gated access to ensure the security of its customer’s data.
Saracen has existing branches in Dorking & Leatherhead in Surrey and Sittingbourne in Kent serving Greater London and the Home Counties. The addition of the Milton Keynes branch widens the coverage of Saracen can offer its customers. Saracen is now able to service customers in Birmingham, Oxford, Northampton, Coventry and Cambridge as well as the whole of the South East of England. A new media customer with daily deliveries in Birmingham is already scheduled to start before the New Year.
Saracen use the market leading barcoding technology (O’Neil’s RSSQL and RSweb.net) to management their client records. This means every movement of your records are tracked whether it’s a Box, File or Tape. Orders can be place and new items can be added to our data base before we have collected them via Rsweb.net. At delivery our uniformed drivers will give you a printed receipt for what has been delivered and collected and then upload via GPRS back to the data centre so that the data bases is kept up to the minute. Standard retrievals times are Next Day but Emergency 2 hour deliveries can be provided when the Records are really urgent.
Saracen’s Data Centre in Milton Keynes offers Secure Offsite Tape, Data & Media Storage in its 4hour fire vault made of durasteel with gas suppression with humidity and temp controls, air filtering and high level security. Scheduled retrievals and collections can be managed. Our deliveries are made by Saracen’s own satellite tracked vehicles & security vetted Staff .
For more information Call our sales team on 0800 740 8700 or email sales@saracendatastore.co.uk
Sectecting an offsite Records Management Provider
When setting out to select an Off-Site Provider for your Records Management services it is important that you ask the right questions and look out for the right ‘Tell Tale Signs’. At no point here do we give any consideration of the price of their services. The price should be the last thing we seek to get from a provider – you must firstly establish who they are and what value their services can bring to your business. Only then will price mean anything to you. This is not the definitive list of what should be asked but should hopefully guide you in the right direction when you begin to evaluate a number of potential providers.
1) Company Profile
The aim here is to get a feel for what type of company you are looking at. Ask questions about their Company Mission Statement and see how that aligns with your own; How long have they been providing Records Management Services; How do they try to differentiate themselves from their competition; Can they provide you with audited accounts; Can they provide you with references; Do they belong to any trade associations.
2) General Security
A major issue in today’s records management world is security of information. The rapid rise in identity theft makes personal information a much sought after commodity among the opportunist criminal. Irrespective of this security of information is vital to protecting a company’s interests as well as its staff and clients alike. Knowing that when your files and media venture off-site for the first time you don’t want it to be a step into the unknown. You don’t want to feel like you are waving your kid off for their first day at school. You need to know that the security of your off-site provider is tried and tested and meets the minimum standards you employ within your own business.
Do they have 24hr security; Are their premises protected by both internal and external digital CCTV systems; How do they control access to the facility; How secure is the loading area; Are their staff security vetted; What authorisation procedures do they operate; Do they conduct regular security audits; What security monitoring systems are in place.
3) Disaster Prevention & Planning
To what lengths does the company go to in relation to protecting documents and media in their care. Don’t be surprised if they do not operate a sprinkler system, these are likely only to be found in large warehouse environments where by it is a stipulation by the local authority. Often Records Management service providers will shy away from installing such expensive fire prevention as it can be cost prohibitive, thus driving up the market storage rate and can also be very risky in relation to the potential hazard of the accidental activation of the system. Only you can decided what is right your business. I guess it comes down to whether you want wet files or burnt ones! The key is really in how they prevent hazards not how they handle a disaster after the fact.
Do they have adequate smoke detection systems in place; Adequate fire detection systems; adequate fire suppression systems; operate a strict no-smoking policy; a regularly maintained and tested internal disaster plan; are detection and suppressant systems regularly inspected and tested.
4) Facilities
There can be a number of considerations in relation to the facility in which your records will be housed. Again there is no right or wrong answer as such, you must evaluate what best fits to your business requirement.
Is it in a desirable location; Is the facility a stand alone unit; Is it located within a multi-tenant building; Are there any potentially hazardous facilities near to their location; Does the facility sit within a non-flood prone location; Do they engage in any other activities within the same facility (Public Storage, General Warehousing etc...); Are back-up power systems in place; Do they have proper insurance coverage in the event of a disaster.
5) Courier Vehicles
This is one area that is often over looked. It is not uncommon to pull a company’s facilities to pieces and then give no consideration to how records are transported. In theory and in practice you should be demanding the same standards where possible in relation to security and environment within a delivery vehicle as you do from the warehouse storage facility itself. Do they use their own vehicles and delivery personnel; Are vehicles satellite tracked; How are vehicles secured when stationary at pickup and drop-off points; Do vehicles have appropriate security in place; are vehicles climate controlled (media only); Are vehicles designed for safe media transport; Do vehicles undergo preventative maintenance; Are vehicles equipped with a fire extinguisher; Are vehicles equipped with suitable communications.
6) Policies & Procedures
It is here that you can determine just how much thought, care and attention a Records Management provider places in to their business, their staff and their clients. Can they provide a clear and acceptable business contract; Are records signed for at point of handover and retained on file for future reference; Do they operate a comprehensive employee screening process; Do they have a substance abuse policy; Are personnel provided with uniform and ID passes; Do employees sign confidentiality agreements; Is there on-going employee education; Are trained personnel available after hours to handle emergency requests.
7) Storage Capabilities
Seems an obvious one this but you need to create a list of all the various types of storage and service you need today and also consider what your requirement may be in the mid to long term also. After all if you can find a provider that can accommodate your business as you adapt within your market then you will really benefit by having uniformity in your RM services during such times of change.
• Hard Copy Records (Files in Boxes)
• Secure Offsite Document Storage
• Barcoded File Management
• Audio/ Visual Media
• Computer Media
• Micrographics
• X-Ray Film
• Live Filing (Open Shelf Filing)
• Secure Storage
• Gas Protected Fire Vault, Temperature & Humidity Controlled
for either:
Offsite Tape & Media Storage or
Will & Deed Storage
You should also ask about current space to meet current needs and future space to meet future needs. Is the racking structure used specific to Records Management storage needs.
8) Customer Services
No Records Management or offsite Archive Storage provider will tick all boxes all of the time. We all know and all expect things to go wrong from time to time. What really sets Records Management companies apart is with how they handle this situation. By examining all the key features that put the service together under the umbrella of Customer Services we can see what a company can do to minimise such problems and also how they handle those peculiarities when they should arise.
Can they provide: 24hr customer access; Bar-code Tracking; Client based training; Online inventory management; Client review rooms; Reports; Confidential destruction services; Departmental billing; Disaster recovery services; Retention management and planning.
Do they log client communications for review and internal training; do they provide a service level agreement in relation not only to the physical service but also in terms of response times to resolving client issues/ queries; Will you be appointed an Account Manager
Summary
All of the above is designed to prompt some thought in to your choice of a Offsite Archive Storage provider. Only once you have fully comprehended what a company can offer in terms of its full service and facility etc. can you then begin to determine whether their price provides your business with value for money. The cheapest provider may not score too highly when you start to dig deeper into the aspects described above. Achieving the best value for your investment will deliver you the long term savings you crave – working with a professional, efficient provider that can grow and adapt with you is worth its weight in gold as they will be able to provide your business with consistency and stability.
1) Company Profile
The aim here is to get a feel for what type of company you are looking at. Ask questions about their Company Mission Statement and see how that aligns with your own; How long have they been providing Records Management Services; How do they try to differentiate themselves from their competition; Can they provide you with audited accounts; Can they provide you with references; Do they belong to any trade associations.
2) General Security
A major issue in today’s records management world is security of information. The rapid rise in identity theft makes personal information a much sought after commodity among the opportunist criminal. Irrespective of this security of information is vital to protecting a company’s interests as well as its staff and clients alike. Knowing that when your files and media venture off-site for the first time you don’t want it to be a step into the unknown. You don’t want to feel like you are waving your kid off for their first day at school. You need to know that the security of your off-site provider is tried and tested and meets the minimum standards you employ within your own business.
Do they have 24hr security; Are their premises protected by both internal and external digital CCTV systems; How do they control access to the facility; How secure is the loading area; Are their staff security vetted; What authorisation procedures do they operate; Do they conduct regular security audits; What security monitoring systems are in place.
3) Disaster Prevention & Planning
To what lengths does the company go to in relation to protecting documents and media in their care. Don’t be surprised if they do not operate a sprinkler system, these are likely only to be found in large warehouse environments where by it is a stipulation by the local authority. Often Records Management service providers will shy away from installing such expensive fire prevention as it can be cost prohibitive, thus driving up the market storage rate and can also be very risky in relation to the potential hazard of the accidental activation of the system. Only you can decided what is right your business. I guess it comes down to whether you want wet files or burnt ones! The key is really in how they prevent hazards not how they handle a disaster after the fact.
Do they have adequate smoke detection systems in place; Adequate fire detection systems; adequate fire suppression systems; operate a strict no-smoking policy; a regularly maintained and tested internal disaster plan; are detection and suppressant systems regularly inspected and tested.
4) Facilities
There can be a number of considerations in relation to the facility in which your records will be housed. Again there is no right or wrong answer as such, you must evaluate what best fits to your business requirement.
Is it in a desirable location; Is the facility a stand alone unit; Is it located within a multi-tenant building; Are there any potentially hazardous facilities near to their location; Does the facility sit within a non-flood prone location; Do they engage in any other activities within the same facility (Public Storage, General Warehousing etc...); Are back-up power systems in place; Do they have proper insurance coverage in the event of a disaster.
5) Courier Vehicles
This is one area that is often over looked. It is not uncommon to pull a company’s facilities to pieces and then give no consideration to how records are transported. In theory and in practice you should be demanding the same standards where possible in relation to security and environment within a delivery vehicle as you do from the warehouse storage facility itself. Do they use their own vehicles and delivery personnel; Are vehicles satellite tracked; How are vehicles secured when stationary at pickup and drop-off points; Do vehicles have appropriate security in place; are vehicles climate controlled (media only); Are vehicles designed for safe media transport; Do vehicles undergo preventative maintenance; Are vehicles equipped with a fire extinguisher; Are vehicles equipped with suitable communications.
6) Policies & Procedures
It is here that you can determine just how much thought, care and attention a Records Management provider places in to their business, their staff and their clients. Can they provide a clear and acceptable business contract; Are records signed for at point of handover and retained on file for future reference; Do they operate a comprehensive employee screening process; Do they have a substance abuse policy; Are personnel provided with uniform and ID passes; Do employees sign confidentiality agreements; Is there on-going employee education; Are trained personnel available after hours to handle emergency requests.
7) Storage Capabilities
Seems an obvious one this but you need to create a list of all the various types of storage and service you need today and also consider what your requirement may be in the mid to long term also. After all if you can find a provider that can accommodate your business as you adapt within your market then you will really benefit by having uniformity in your RM services during such times of change.
• Hard Copy Records (Files in Boxes)
• Secure Offsite Document Storage
• Barcoded File Management
• Audio/ Visual Media
• Computer Media
• Micrographics
• X-Ray Film
• Live Filing (Open Shelf Filing)
• Secure Storage
• Gas Protected Fire Vault, Temperature & Humidity Controlled
for either:
Offsite Tape & Media Storage or
Will & Deed Storage
You should also ask about current space to meet current needs and future space to meet future needs. Is the racking structure used specific to Records Management storage needs.
8) Customer Services
No Records Management or offsite Archive Storage provider will tick all boxes all of the time. We all know and all expect things to go wrong from time to time. What really sets Records Management companies apart is with how they handle this situation. By examining all the key features that put the service together under the umbrella of Customer Services we can see what a company can do to minimise such problems and also how they handle those peculiarities when they should arise.
Can they provide: 24hr customer access; Bar-code Tracking; Client based training; Online inventory management; Client review rooms; Reports; Confidential destruction services; Departmental billing; Disaster recovery services; Retention management and planning.
Do they log client communications for review and internal training; do they provide a service level agreement in relation not only to the physical service but also in terms of response times to resolving client issues/ queries; Will you be appointed an Account Manager
Summary
All of the above is designed to prompt some thought in to your choice of a Offsite Archive Storage provider. Only once you have fully comprehended what a company can offer in terms of its full service and facility etc. can you then begin to determine whether their price provides your business with value for money. The cheapest provider may not score too highly when you start to dig deeper into the aspects described above. Achieving the best value for your investment will deliver you the long term savings you crave – working with a professional, efficient provider that can grow and adapt with you is worth its weight in gold as they will be able to provide your business with consistency and stability.
Subscribe to:
Posts (Atom)