You can count on us. ADDS Additional Service Schedule

Transcription

1 You can count on us. ADDS Additional Service Schedule

2 Collection & Delivery Services Delivery / Collection Service Cost of ordering via ADDS ActiveWeb online Cost placing orders manually via orders@archivestorage.net Normal File Scan on demand Customers can have files scanned and uploaded to their ActiveWeb account. Quicker response, cheaper and more environmentally friendly. Prepping & Scanning rate of per hour or part thereof. For example if a file takes 15 mins to scan and prep, charge of 5.75 applies only. N/A Urgent File Scan on demand Customers can have files scanned and uploaded to their ActiveWeb account. Quicker response, cheaper and more environmentally friendly. Hard Copy file or box - Normal Delivery or Collection Requests placed prior to 3pm delivered the next working day (ADDS serviced areas only). Hard Copy file or box - Timed Delivery or Collection Time Sensitive, pre booked for a AM or PM time slot. Requests placed prior to 3pm delivered the next working day (ADDS serviced areas only). Rush Order admin fee of Prepping & Scanning rate per hour or part thereof. For example if a file takes 15 mins to scan and prep, charge of 5.75 applies only, plus rush order admin fee for the first item and 80p for each additional (per journey) for the first item and 80p for each additional (per journey). N/A for the first item and 80p for each additional (per journey) for the first item and 80p for each additional (per journey)

3 Collection & Delivery Services Delivery/Collection Service Cost of ordering via ADDS ActiveWeb online Cost placing orders manually via Hard Copy file or box - Emergency Delivery Requests submitted between 8am and 3pm, vehicle response within three hours (ADDS serviced areas only) for the first item and 80p for each additional (per journey) for the first item and 80p for each additional (per journey) Bulk Collections 3 days notice period required. Collections of office furniture, marketing materials, promotional materials for ADDS stock storage department (ADDS serviced areas only). Shipping outside of ADDS serviced areas and overseas ADDS labour prepping fee also applies at per hour plus shipping fee. Order must be received by noon to be processed same working day for scheduled delivery date assigned by shipping company. Delivery cancellation Cancellation of delivery once request has been processed by ADDS. 24 hour call out Emergency Call out (only if required) - out of office hours Clients who wish to use emergency call out must sign up to our out of office call out number. Membership has to be confirmed by ADDS team. Price on application please orders@archivestorage.net Price on application please orders@archivestorage.net 6.00 per item Delivery fee of may apply for last minute cancellation (item has been already shipped) per month for membership per emergency call out (volume not to exceed 20 items) Price on application please orders@archivestorage.net Price on application please orders@archivestorage.net 6.00 per item Delivery fee of may apply for last minute cancellation (item has been already shipped) per month for membership per emergency call out (volume not to exceed 20 items)

4 Labour Services Scanning Team Labour Record Centre Labour Admin Team Labour Permanent Withdrawal Fee Hard Copy Electronic Storage Image Removal Full Database and Image Export From ActiveWeb Client Onsite Visit in Audit Room 23 per hour or part thereof 23 per hour or part thereof 23 per hour or part thereof 2.75 per registered item (file, tape and box) 2.75 per image to per hour depending on services utilised per hour Hourly fee for prep ahead of visit, assistance during visit and re-prep after visit. This includes prepping, scanning and re-prep. This includes file searches, re-boxing etc. This includes inventory extraction, database searches, reporting etc. An admin, audit and checking fee for each registered/ bar-coded item. ActiveWeb admin, audit, checking and deletion fee. Provided in CSV format. If clients wish to visit ADDS facilities to search through their boxes. ADDS is a secure site so all client visits must be applied for and confirmed. Clients are only allowed in audit room area. For more information, please contact the ADDS team orders@archivestorage.net or

5 Materials Archive Box Purchase New Barcodes File/Box Secure Destruction Sacks & Security Seals Purchase of Portable Encrypted Hard Drive Purchase of Portable Encrypted USB Stick Rental of Portable Hard Drive (up to 8 weeks) 2.50 per box (includes box and lid) 55p each Provided free of charge to ADDS clients each each per week ADDS double walled standard archive box. (charge only applied to new items that have never been registered /barcoded). Provided for client to fill in with paper, hard drive or IT equipment materials not to be mixed in one sack. With uploaded images. With uploaded images. If over 8 weeks automated purchase will be invoiced. For more information, please contact the ADDS team orders@archivestorage.net or

6 Imaging/Database Services Electronic Storage Electronic Storage Image Removal Back Up Of Scanned Images 5 per GB per calendar month 2.75 per registered item 2.50 per GB per calendar month (ActiveWeb images) ActiveWeb admin, audit, checking and deletion fee. Service to be used if client wishes for scanned files placed onto a portable storage device/s to have additional back up by ADDS. Transfer to client via encrypted USB or encrypted portable hard drive. For more information, please contact the ADDS team orders@archivestorage.net or

7 Secure Destruction Charges Secure Destruction (paper based) Computer Hard Drive Destruction Data Tape Destruction Onsite Secure Destruction Cabinet Additional Secure Destruction Cabinet Empty & Shred 6.50 per sack (ADDS destruction sacks and seals provided free of charge). ADDS collection fee applies per box ADDS collection fee applies 5.50 each ADDS collection fee applies Bulk discount available contact archivestorage.net 1.20 each ADDS collection fee applies Bulk discount available contact archivestorage.net Rental of per calendar month - this includes one secure cabinet being emptied and shredded (based on paper content only). Additional empty and secure destruction of paper contents 15 per cabinet. Bulk discount available contact orders@ archivestorage.net For more information, please contact the ADDS team orders@archivestorage.net or

8 You can count on us. Have you heard about ActiveWeb? It s the ultimate record and data management solution. You can organise, share and scan all of your physical files and electronic documents as well as track and log into a live inventory for IT and Media tape assets, all in a single web-based platform. Too good to be true? Contact: orders@archivestorage.net for a FREE trial of ActiveWeb. You won t be disappointed. Scroll down to find out more...

9 Does managing your file/media asset inventory give you a headache? Without a proper live inventory, locating the right file/media asset at the right time can be time-consuming and stressful. Every organisation needs a system in place to support workflow and enable files/tapes to be found at a moment s notice. ADDS can help. After indexing and registering your files and/ or media assets with our unique and intelligent barcode and tracking system, you can search for individual files/tapes via ActiveWeb, our secure online system. Each authorised user in your organisation will be given a unique username and password that enables customised searches and file retrieval requests. We can even set individual security levels, giving you greater control over your file inventory. With ActiveWeb, you can have instant access to your electronic files, but what happens when you need a hardcopy file that is stored offsite in our record centre? ActiveWeb is invaluable in an emergency because the ADDS team can have your hardcopy file scanned and uploaded to ActiveWeb within an hour, where it is electronically stored and encrypted for security, ready for you to download. Alternatively, you can order your hardcopy file for delivery. Locate a file/media asset quickly and easily using ActiveWeb s full text search capabilities Scan, index, OCR, store, view and share all your imaged files Track and order files/media assets onsite and offsite Track and pre-program data tape rotations Request a file/media asset from our record centre via a simple ordering process Monitor and order marketing stock Receive immediate order confirmation Create and save customised reports Auto create destruction lists based on retention schedules View a complete audit history of all touches Records management made easy with ActiveWeb. Contact orders@archivestorage.net for a tutorial and get free access for a month.

10 Are you wasting money keeping files/media assets that have reached the end of their life cycle? Are you monitoring the retention time of your files/data tapes? Are you adhering to the General Data Protection Regulation (GDPR) and only storing information for regulation periods? Once you have confirmed that a file can be destroyed, ADDS can securely destroy this file for you and provide you with a destruction certificate. Retention scheduling using ActiveWeb is the solution. Retention schedules are used to classify files, to calculate their disposition dates and to specify their disposition mode. While staying on top of an overwhelming amount of data can seem impossible at times, adhering to the retention schedules that apply to your files is crucial for reducing risk to your business. Keeping your hardcopy and digital files for longer than necessary can actually increase your liability by exposing your information to privacy breach risks. How can ActiveWeb help? Once each file/media asset is barcoded, it can be assigned a retention schedule and tracked within ActiveWeb by authorised users in your organisation. You will be able to input the following information into ActiveWeb: How long each file must be stored from a legal and fiscal point of view The disposal date and disposal mode Is your organisation looking for an Electronic Document Record Management System (EDRM)? ActiveWeb is also an electronic document management platform. Without the expense of software, you can upgrade your ActiveWeb users to access the EDRM add-on. This will allow you to upload electronic documents/ s/ presentations to your account. You can also save different versions of documents and have instant access to them from any location. Clients who have moved from a slow electronic filing system on an internal server love this add-on. Each electronic document is also uploaded with a full audit trail and security access levels you can assign to each document. Full OCR can also be optimised here, which allows you to search documents for specific words/numbers and so on. Clients are also able to place a review date on each document uploaded to ensure electronic documents are also destroyed and removed from the EDRM system within legal requirements. ActiveWeb offers the following benefits: file level encryption secure file transfer protocol advanced search capabilities elimination of additional hardware and software investments a full audit trail Records management made easy with ActiveWeb. Contact orders@archivestorage.net for a tutorial and get free access for a month.

11 Is your onsite file room a mess? ActiveFile can organise it. If you want to keep your files onsite, ActiveWeb s add-on, ActiveFile, can help you to track every file. With ActiveFile, you can manage the files you store in your offices, file rooms and cabinets: Track your files and boxes by assigning them with unique barcodes and locations ADDS will provide you with the barcodes and location codes so there is no equipment set-up cost Track files and sign them out to team members so you know where they are at all times Retain all previous versions of a document and log all touches by authorised users Use mobile ActiveWeb on your electronic device as you walk around your office; assign files to a location and track them. Are your deeds kept in a secure environment? How do you track your clients deeds and wills? Do you have scanned copies of these original documents in case of an incident or a disaster? ADDS can transfer your deeds to our secure off-site vault, where they are barcoded and indexed in order to ensure complete tracking throughout the retention life cycle. Once scanned and uploaded to ActiveWeb, you will have access to your offsite inventory 365 days a year and you will be able to request your deeds at any time from any location. ActiveWeb allows you to account for the entirety of your off-site deed inventory and is equipped with the following features: Our certifications enhanced search capabilities customised reports retrieval management web-based file requests Certificate Number 4075-QM8-001 ISO 9001 : 2008 Certificate Number 4075-ISN-001 ISO : 2013 Certificate Number 4075-EMS-001 ISO : 2004 Records management made easy with ActiveWeb. Contact orders@archivestorage.net for a tutorial and get free access for a month.

12 Are you looking for a solution to help manage your data tape rotations? Do you need help managing your marketing stock? Are you currently looking for a IT asset management inventory system? ActiveWeb s rotation add-on can help. ADDS can supply your organisation with a daily, weekly or monthly data tape rotation as part of your disaster recovery process, collecting tapes from your office or directly from your data centre. This can all be managed directly via ActiveWeb. With the ActiveWeb data rotation add-on, not only can you pre-program in return dates and regular schedules for individual tapes, you can also manage the life cycle of archived tapes. ActiveWeb also provides a full audit trail on each tape for your reference. ActiveWeb is a brilliant inventory management system. Your printers/manufacturers can deliver your stock directly to ADDS, where marketing materials can be barcoded with quantity confirmation into ActiveWeb; you then have instant access to a livestock inventory. By simply raising one report, you will know instantly when you need to reorder promotion materials, letterheads, etc. As more companies take the steps required by the General Data Protection Regulation (GDPR), many more organisations are looking for ways to track media and IT assets internally within the company. ActiveWeb s add-on, ActiveFile lets you manage an inventory of IT equipment and data storage devices via barcode technology; you can assign IT equipment to individuals, departments and meeting rooms, run a monthly IT Asset audit and even enter in equipment safety check/review dates. This can be tracked and managed via your laptop, tablet or smart phone device using a Bluetooth barcode scanner. Records management made easy with ActiveWeb. Contact orders@archivestorage.net for a tutorial and get free access for a month.

13 Pricing Records management made easy with ActiveWeb. Contact for a tutorial and get free access for a month. Standard License 12 per month Order delivery / collection of physical files Order stock of barcodes, destruction sacks, boxes, crates Archive files / boxes Use ActiveWeb as your file inventory & management system Alter field names Alter field order Enter retention schedules Create reports View scanned delivery slips Create work lists for file audits Full file history and audit trail Stock check of marketing materials Physical Document Management Tape Rotation Imaging Electronic Document Management (EDM) Onsite In-house Files Additional 1.50 added to standard license Additional 2.50 added to standard license Additional 6.00 added to standard license Additional added to standard license Additional added to standard license Manage department name and security access Manage user access rights Manage document types Manage destruction lists Establish and book in delivery schedules for tapes View & upload images / scans through ActiveWeb Order scanned files rather than physical files Scan on Demand delivery type option OCR enablement option Download / view PDF documents Add additional scanned pages to existing images Upload photographs of marketing stock, paintings, etc. in storage Full online management of electronic documents Save document version types in Word, Excel or Powerpoint Edit versions of documents Expand / add to documents Archive electronic documents Storage of electronic images on AW 5 per gb per calendar month *electronic image rates apply Create location codes for your own onsite file rooms, filing cabinets and storage areas Manage your onsite file rooms Barcode and allocate files to your onsite file room Sign files out internally to individuals Can also be used for IT asset management Full internal file inventory Storage of electronic images on AW 5 per gb per calendar month *electronic image rates apply

14 Keep informed! Want to know more about the ADDS team? ADDS is always busy blogging and tweeting useful tips and advice related to records management. From updates about the EU General Data Protection Regulation (GDPR) to advice about scanning and secure destruction, we have plenty of information to share on our website. If you want to find out a bit more about the person behind the , check out our Meet the Team page on our website: Keep up to date with the EU GDPR: Read our blogs for useful tips and advice about managing the information in your office: Do you need copies of our ISO certificates or details of our security procedures? Sign up to receive ADDS newsletters by completing the pop-up signup form on our website: Our newsletters always include a competition to win great prizes such as a Kindle Fire, Fitbit Alta and Pizza Express Vouchers (just to name a few!) so get involved! Follow us on social media to get links to our latest blogs and find out what the team have been up to: Follow us on Certificate Number 4075-QM8-001 ISO 9001 : 2008 Certificate Number 4075-ISN-001 ISO : 2013 Certificate Number 4075-EMS-001 ISO : 2004 Criminal Disclosure Checks Not a problem, just orders@archivestorage.net and we ll be happy to provide them. DVLA Report UK Like our London & Swindon offices on Facebook: Follow us on LinkedIn: See what we re getting up to on Would you like an ActiveWeb demo and trial? Contact the ADDS team now to arrange your free of charge demo and trial orders@archivestorage.net or