Living on the clouds: document digitisation heaven

Futuristic car - digital Cloud document storage - Scan Film or StoreIf you’re tired of working at ground level, your options are as follows: train to be a pilot, attach millions of balloons to your office building – Up style – or convert to digital. Granted this last option might not give you the same dazzling view, but digitisation can still make your workload feel lighter than stratus-shaped water vapour. We may not be meteorologists, but we can tell you that these digital clouds are worth getting your head into. Here’s why:

Anywhere, anytime baby

Often on the move? Working in multiple locations? Stranded in an airport while your airline goes on strike again? Cloud technology means you don’t need to wait for that plane to take off before you can rise above it all. So long as you have a connection to the world wide web (and if not find your nearest coffee shop of choice), you’re only a click away from all the documents and data you need. Getting to grips with the business of the day has never been easier.

Collaboration in the cloud nation

If you have a team, several teams or even a couple of companies working on the same project, digitisation will take you beyond the pearly gates. Cloud storage means everyone can work at the same time on the same document from different locations. This creates the conditions for faster document creation and easier alteration = allowing your work to speed ahead without calling in the couriers. Even if you’re only sitting across a desk from a single collaborator, cloud storage will save you from printing and passing papers with every edit. You’ll have instant access to the entire database of documents you need.

If the world ends, it’s not a problem

When MC Hammer sung “Can’t Touch This” in 1990 he probably wasn’t referencing his secure data files. But now corporates can get up on their desks and dance along, knowing that their hard work is safely out of harm’s way. Cloud storage places your files in the digital version of Fort Knox, out of reach of thieves and ground level disasters. It used to only be cockroaches that could survive nuclear fallout. But cloud storage means you can safely start World War III and still leave behind a good audit trail.

Springboard into the next big thing

If Back to the Future’s predictions of 2015 were anything to go by, we would be eating re-hydrated pizza and enjoying a 1500ft view while trying to make it through the evening sky-traffic. When it comes to technological forecasts, humanity seems to watch the skies without much success. There’s no telling what might be around the corner in the digital world, but that doesn’t mean we can’t get ready for it.

You may have good reason for holding onto your analogue and paper documents, but you’ve also got nothing to lose and a lot to gain by digitising. Apart from anything else, your data will be nimble – capable of converting to any format you desire – paper, CD, microfilm, microfiche, harddrive. It’s like keeping your documents as a liquid that can be quickly cast into any shape. So when the next wave of digital innovation sweeps over us, you’ll be more than ready to ride it.

The sky is waiting. Whether it’s time to wave farewell to your beloved physical files, or you need to hold onto those keepsakes, it’s certainly time to climb into the Cloud. Check out our range of data conversion services or get in touch to work out which solution will best suit your needs. We may not be able to fix the flying mechanics on your 1985 DeLorean, but we can still launch you into the clouds.

Document imaging and scanning is not your problem

SNAP! Document imaging and scanning is not your problem There are some things that are nice to have in-house. A good coffee machine for instance, or a marketing team, or that superb administrator, Derek, the one with the great hair. Other things it might be better to outsource, such as your logistics, your accounts or a second administrator called Evan with even better hair. One task you should almost certainly not be worrying about is document imaging and scanning. Honestly, we’ve cracked this one and we’re pretty excited about it. Here’s why:

You don’t need to fix anything

Nothing cries time-sink quite like preparing all your documents before you scan them. Sure, you’ll save a bit of cash if you don’t give us any duplicates, but otherwise we’ll repair any damage, remove staples and fixings. We can de-skew and de-speckle (a wonderful word that should be used more often), standardise orientation, remove coloured backgrounds and optimise brightness and contrast. Why would you want to do any of that yourself?

You don’t need to restrict yourself

We dare you to find a document we can’t scan. Colour, greyscale, black and white, single, double-sided, paper, Mylar blueprint or transparent. We’re seasoned in everything from invoices to technical drawings, from till receipts to A0 architectural plans. There’s also no limit on length either. We’ve scanned documents up to 25 feet long! If you’ve ever wanted to see a Canon Oce TC4XT in action, you can watch our large format scanner take on the big stuff

You also don’t need to be concerned about the digital formatting. Once the documents are scanned, we can create digital images in pdf, pdf/a, .tif or .jpg format. We’ll provide a full indexing service and optical character recognition so you can locate your documents in digital filing cabinets and search their contents quickly. The time and cost of retrieving documents will be significantly reduced, which means you have more resources to invest elsewhere.

Worry-free scanning of your documents

Even the best laid plans can sometimes go astray, unless of course you’re ISO 9001 and BS10008 accredited (we are). You can be certain of accurate, high-quality results by from us. We only use top-quality Kodak and Canon Oce equipment that could be called an extravagance, but we’ve made it our standard procedure.  

Once scanned, you’ll get your data on a portable hard drive (or CD/DVD, should you choose) with up to 30 days’ free storage for your originals while you check over the database. We can embed bespoke software into the drive so you can retrieve any document at the click of your fingers (note: the hard drive does not literally respond to finger-snapping).

You don’t need to let it leave your site

If security restrictions prevent you removing papers from your premises, or if you feel particularly sentimental about a set of invoices and want to watch them grow up to be digital files, we can provide a complete scanning service at your site. We can even give you a CD, DVD or portable hard drive of the digital documents immediately, so nothing leaves your side.

So while it would be really exciting for you to try this at home, we suggest you’re better off letting the professionals get to work on it, even if we have to come to your home to do it. If you need more convincing check out our case studies of how we have scanned for companies like Rolls Royce, or get in touch with us today. 

How document shredding would make Hollywood films shorter (and possibly better)

How document shredding would make Hollywood films like Wall-E shorterDocument shredding and data destruction done correctly can make all the difference for company security. It can also completely change the plot of many Hollywood films. Here’s a rundown of how some of them might have played out, had the characters known we existed.

Star Wars: A New Hope

The Emperor could have fulfilled his ambition to rule the universe forever, if it hadn’t been for leaked documents. The Death Star, formidable as it was, had its critical weakness exposed because someone didn’t destroy the blueprints. If they had embraced document shredding, Luke would not have destroyed the original and might never have had the chance to confront Darth Vader. Palpatine, you should have gone to SFS.

Saving Private Ryan

An order to retrieve a soldier from the front lines because his mum wants him home? You could risk the lives of your men to fetch him, or you could hand the order to SFS and let us vanish it from existence. Ryan doesn’t even want to be retrieved. So why go all that way, Tom Hanks? Why go?

Star Wars: The Force Awakens

Because no good Star Wars trilogy can start without a leaked document, The Force Awakens’ entire plot is built around a ‘Map to Skywalker’ that presumably was drawn by the man himself, even though he did not want to be found. Perhaps he needed to archive the information somewhere in case he couldn’t remember where he was. Of course, a different level of security is needed when Kylo Ren can extract the map from your memory using the Force. So far at SFS, we’ve not had to deal with such a situation. 

WALL-E

All the memories of earth were stored aboard the spaceship that kept humans suspended in space. If the (spoiler alert!) rogue autopilot had destroyed the data, no doubt humanity would have never returned. This would have been quite a sad ending, so it’s just as well they archived everything in digital format, ready to be uncovered by the most adorable robot ever seen.

The Hobbit

What do you do with a secret map leading to a secret entrance on a mountain housing a dragon who’s waiting for an excuse to destroy a city? You could go and wake up the dragon, get momentarily rich and then perish in fire. Or you could shred the map to make sure nobody ever does such a foolhardy thing. Still, we learn from our mistakes.

Harry Potter and the Philosopher’s Stone

Let’s see Dumbledore, you’ve got a stone that would give Voldemort a chance to rise to power again? You could hide it behind a matrix of trolls, three-headed dogs, living chess pieces and a magic mirror. Or you could just put the stone in our state-of-the-art shredder. Our shredder would probably complain a little – it’s meant for document shredding after all – but it’s all in the name of stopping He Who Must Not Be Named.

So if you’re trying to stop a dark wizard or you’ve recently finished work on a Death Star, give us a bell. Or if there’s other less dramatic documents you need securely shredded, or data you need destroyed, don’t hesitate to get in touch.

Document digitisation and the end of the world as you know it

Document digitisation: a young memory card helps an ageing floppy discIn the Restaurant at the End of the Universe, Douglas Adams described a place at the end of time where you could sip champagne while watching the Big Bang happening in reverse. A pretty good evening’s entertainment, but not quite as explosive (or should that be implosive?) as the moment that is taking place before our eyes right now.

The digital revolution is causing both excitement and concern, innovation and re-entrenchment. Thanks to document digitisation, vast archives can be searched in seconds, shared without leaving your laptop and documents need never leave a physical trace. It’s quite the spectacle. While our waiter brings you your choice of fine wine and this evening’s band strikes up a tune, let us pull back the curtain and entreat you to enjoy the end of the world as you know it.

Everything becomes data

Document digitisation allows all your archives to sit in the palm of your hand. You may choose to keep your original hard copies, or you can wave sayonara to them once they have become data. You’re going to have so much space in your empty offices, you’ll finally have room to swing that cat that’s been getting on your nerves. One day you’ll be able to upload the feline as well. 

A click away

Have you ever unfolded an A0 technical drawing on your desk? There isn’t much desk left. Storing the thing throws up even more complications. But now they and everything from everyday reports and invoices through to ancient archives and military blueprints can be accessed on a laptop, tablet or even a phone. This isn’t a security issue either, since they can be encrypted beyond the sight of prying eyes. We can scan anything for you and although we haven’t yet scanned the kitchen sink, you might be able to get running water from your phone someday soon. 

No out-of-date analogue

Analogue is gripping the cliff edge by its fingertips in the form of DVDs, CDs and Blu-Ray. But much material has already fallen into the ravine and been trampled by a stampede of wildebeest. The good news is that we can silence Scar’s laughter and bring back Mufasa – taking VHS, cassettes, Betamax, reel-to-reel, cine, video and floppy disks, then releasing this captured material into the wild again with digital technology. 

What you could once only listen to in an 80s car stereo, you can now enjoy pretty much anywhere. Digital transfers made like this don’t get damaged, lose quality or fade. You can share them across the web or play them on a handheld device. The other good news is that we can convert your analogue materials into any digital form you like. Maybe document digitisation and the end of the world as you know it is also the preservation of the world as you once knew it.

Whatever you need

Nothing needs to be static anymore. Digital formats mean anything goes and we can also easily convert your data from digital to microfilm or microfiche, from microforms to paper and from paper straight back to digital. You are no longer limited to one format and you can get professionals like us to destroy the disused formats when you’re done. We haven’t turned lead into gold yet but our data conversion services are getting close.

Okay, okay, so perhaps this isn’t quite a disaster movie! The end of the world as you know it is actually more of an exciting opportunity rather than a sense of impending doom. All things considered, it’s probably a good thing. If you’d like to make use of one of these digital opportunities, get in touch and we’ll build something truly future-proof together.

Microfiche destruction: killing tiny fish, and other things it’s not

Microfiche - a small fish?Okay we admit it, we really like destroying things. Obliterating them from the face of the planet. Documents, data, DVDs, hard drives, microfilm, microfiche. There’s never been a moment we haven’t enjoyed annihilating what’s been handed to us. But before you get the wrong end of the proverbial stick, we should clarify exactly what we mean – and, for the purpose of this blog, what we don’t mean – when we say microfiche destruction.

Not: Destroying tiny fish

Even if we wanted to go on a sea critter killing spree on behalf of a client, we’d struggle to catch them, if we could find them at all. The world’s smallest fish, the paedocypris progenetica can be hard to see, even if it’s in the palm of your hand. Not really one to oven bake in tin foil and serve with a lemon. Unless you are a miniature ‘Who’ person from Dr Seuess’s Whoville, in which case you’d be in for a feast.

Not: Getting even with Michael Fish

If you remember Britain in 1987, you might still hold a vendetta against the naysaying weather forecaster, but we won’t assassinate him for you. Revenge won’t give you peace. Fun fact: the weather forecaster has on several occasions opened aquariums as a celebrity-with-the-scissors. In Hunstanton he was heard to say, “This is my o-fishal opening of this shrimply gorgeous plaice.” While he should probably be prevented from making puns again, destroy him we shall not. If you are concerned by our apparent need to explain away the idea that we are trained killers, you shouldn’t worry, we don’t get assassins in this country. 

Not: Destroying an outdated archive method

Mirco-what-now? If you’re on the younger side of the spectrum you may be tempted to think that microfiche is a dead method of archiving documents. But you’d be missing out. 

So what is microfiche and microfiche destruction?

Microfiche is a tiny sheet of flat film that is covered in a matrix of micro images. For storing hard copy versions of valuable magazines or important documents, there is no more efficient method. We can convert your documents to microfiche, indexing them and creating an archiving solution. So why might you want to do that instead?

While there is a benefit in switching to digital (we do have our head in the Cloud too, and can convert your documents to digital if you prefer), there is sometimes a greater benefit in sticking with microfiche. For a start, most digital forms of storage have existed for little more than a decade – and might not last forever. Whereas, microfiche is guaranteed to last for five-hundred years. Unless of course, you give it to us to destroy, in which case we’ll incinerate it gladly. If you are looking for microfiche destruction services, get in contact and we’ll give you a free quote.

The savviness and silliness of archive document storage

Scan Film or Store - The savviness and silliness of archive document storageDocument storage is a no brainer. It frees up space in your workplace, saves on storage costs and gives your business breathing room so it can grow in other areas. But what’s the best approach to document storage and how have you chosen to do it? Here some of the sillier ideas we’ve come across for storing documents and the savvy solutions we recommended instead.

Shipping it to Antarctica

Have you noticed how much space Antarctica takes up on a globe? Imagine how many secure warehouses you could put there. We know; the mind boggles. It’s only a matter of time before document storage companies make a move on the icy continent and recruit sea lions as alternative guard dogs. Protecting documents from the frost may prove tricky though, as would retrieving the documents at speed.

Secure, super-fast retrieval

We might not have figured out frozen tundra storage yet, but we do have sites that are protected and restricted access. So they’re probably even tougher than an ice shelf for data thieves to get at. The other advantage is that we can retrieve and deliver archived documents to you within a matter of hours. It might not be like having a vault in Antarctica, but it is like having your own secure compound just down the road, with easy access for you and no one else.

Recruiting Sherlock Holmes

The guy remembers everything. He’s uses that Mind Palace thing and could probably store all the world’s sensitive data inside his head. We’ve been trying to recruit him as a consultant for a while. Unfortunately, we can’t seem to get hold of him. Of course, there’s a rumour going around that he’s not actually real… but he’s faked his own death before, so he’s probably just as capable of faking his non-existence.   

Advanced barcode tracking

In the absence of the famous detective, we’ve still got a savvy way to keep tabs on everything we’re storing. Our advanced barcode tracking system logs everything within our auditable document management system, ensuring your documents are effortlessly tracked and traced. It’s our very own Mind Palace.

Shrink rays

Zapping everything till it fits into a small desk drawer would be wonderful. But we can’t seem to find a shrink ray that works. Of course, we’d also need a growth ray that could zap documents back to their original size, or else we’d have to supply our clients with complementary microscopes. Perhaps we haven’t thought this one through.

Other ways to make it micro

“Honey, I Shrunk the Documents to a Manageable Size,” might not make for the most exciting Hollywood title, but it can still bring you joy. Converting documents to microfiche or microfilm can create secure back-ups of critical information that are guaranteed to last for 500 years (unless you want us to destroy them for you). We can take care of the micro conversions in addition to or instead of storing the original hard-copy records.

Unless of course, you are ready to fully embrace…

Going digital

Everything’s going digital these days (except a few things like gardens and teeth). It’s not just a trend to follow aimlessly, it is a secure and efficient way to store sensitive data. We have a scan on demand retrieval service that can return documents to you electronically within two hours, should you need them.

Essentially, our savvy solutions (if we do say so ourselves) stop you from worrying or wasting time on document storage and retrieval, which means you get to focus on your business instead. Which is the way things should be. If you’d like to find out more about how we can help you thrive, or you’ve managed to locate Sherlock Holmes, don’t hesitate to get in touch.

Unusual document storage solutions you might not have thought of

Tardis - space saving storage - scan film or storeOffice too cluttered? Bored of filing cabinets? Cloud storage too mainstream? Fear not. Out of our limitless ingenuity we have drawn up these alternatives to the tired status quo.

Abstraction

They say a picture is worth a thousand words, right? We don’t think businesses have truly considered how painters could streamline operations. If you were to hire a renowned artist (or perhaps a fine art undergraduate) they could translate all your long-form documents into an abstract image or two. A blue circle in the centre of a white canvas, for instance, could say everything that needs to be said about last year’s employee records. Of course, you would also need to hire art critics who could accurately interpret the abstract images. You might need to make some room for error, but at least you won’t need to make room for wordy documents.

Bury it all

Whenever pirates needed to store important or sensitive information, they found a distant island – possibly inhabited by cannibals – and dug a large hole. We think there’s valuable lessons to be learned from such an approach.

Even if hackers were to get their paws on the maps that marked the treasure, they would have to sail through dangerous high winds, fend off sea monsters and escape the clutches of Long John Silver. Businesses considering this storage option will need to settle on an alternative method for storing the treasure maps themselves. If you bury those too, your documents may be lost for a few generations.

Put in under the mattress

No one would ever think to search under a mattress would they? This unprecedented and highly original idea would require you to divide your documents between trusted employees, who would stash the sensitive material under their snoozing place. Documents stored in this way are reported to be better rested and no longer demand as much coffee in the mornings.

Hand your files to Julien Assange

Sounds counter-productive possibly. But if you accept the pessimistic belief that privacy is a thing of the past and the government is watching you through your phone camera anyway, you might as well store your documents where everyone can see it. Just pass all data to your least favourite whistleblower and let them store everything on the internet for you. Benefits include: short-term saving on time and funds. Downsides include: potential breach of law, possible company collapse.

Use TARDIS technology

Don’t waste space by sticking to a mere four dimensions. The Doctor has already shown us that we can conceal an entire space ship in blue phone box, so doing the same with our documents should be as easy as fending off another wave of daleks. When your desk can hold a warehouse of material in its drawers, storage will never be a problem again. As long as your desk doesn’t travel freely through time and space.

Deep freeze

If you don’t think you’re going to use your documents anytime soon, you could consider freezing them for the future. It’s a good option if you’re reluctant to destroy data in case it comes in use in a few centuries time. Then your children’s children’s children’s children’s children’s children’s children will be able to read your 2018 refund policy and allow its legacy to continue.

Use a professional

Ok, so maybe not an unusual solution. But an unusually good one! If you pick the right team, of course. Seriously, there are no magic formulas here, no matter what Marie Kondo says. If you need stuff stored – and you need it stored securely, in a climate controlled environment that is alarmed and monitored 24-7 – then you need to give us a call. We’re really very nice and we’ll even provide boxes and come pick everything up for you.

If you’d like to discuss your document storage needs, get in touch with us today.

Hard copy vs digital file – which one is best and when?

Paper vs digital - blog post by Scan Film or StorePaper versus digital. To be honest, we’re fans of all sorts of documents so it’s really very hard to pick a favourite. You may as well be asking us to choose a favourite child. How can you compare the tactile experience of holding the printed page with the ease and convenience of a screen based reading experience?

Actually, you probably can – if you contextualise the choice. Here’s a bit of an exploration of when hard copy files trump digital ones and vice versa.

Space saving ability

This one is kind of a no brainer. If you have lots of space and you don’t mind what you fill it with, by all means collect that paper documentation. But if, on the other hand, space is at a premium – and let’s face it, we live on a fairly size challenged island where land isn’t exactly budget-friendly – then you probably can’t afford to have more paper hanging around than is absolutely necessary. When it comes to space saving, digital files are a winner every time.

Access on the move

Remember when you could buy the internet and keep it on a shelf? Yes, the good old Encyclopedia Britannica was the ultimate in looking stuff up in the mid-90s. But not quite so convenient for travelling about. If you work from multiple locations or spend a lot of time on trains, for example, then you probably don’t want to lug endless reams of paper around with you. It’s not good for your back for a start. In this case we’d opt for digital files and whatever device you prefer to access them on.

Legal requirements

There are times when we have choices and times when we don’t. One of the times we don’t is when we have to go by what the law says. And sometimes the law says stuff about the kinds of documents we need. For example, businesses are legally obliged to keep COSHH records for 40 years. Which means that, while you may decide you want to scan these for day-to-day use, you’ll also need to store the originals – either in-house or off site – in case the HSE asks to see them.

Ease on the eyes

You know how your eyes start to get kind of weird and sticky and a bit sore when you’ve been staring at a screen for too long? That doesn’t seem to happen when you’re reading off actual physical paper. At least not as quickly. Although there’s no proper science-backed reason why reading should be nicer or easier or more comfortable IRL (that’s In Real Life kids, keep up) it just is. OK? At least that’s our experience. So for extended reading we’re choosing paper.

Freedom from wifi

The thing about technology is that it’s great until it doesn’t work. Like the moment your internet goes down or you travel to some remote corner of the country where 3G is worshipped like a deity and 4G is just a legend. That’s when you wish you had a good old fashioned piece of paper in your hand that you could read. If internet access is likely to be an issue then we’d go with paper as our favourite.

So you see? It may not be a simple case of one being better than the other but there are definitely factors that will help you decide whether hard copy or digital files are better for your needs.

Whatever the case, if we can be of assistance – whether that be by storing your documents so they don’t clutter up your offices or scanning them and helping you create a digital archive – do let us know.

New services we’re launching just for April Fool’s Day

April Fools Day services from Scan Film or StoreSo the clocks have changed, we’re almost at the end of a tax year and a new month is just kicking off. Perfect time to announce a range of new services* we’re launching to take Scan Film or Store into the future in style.

Digital to biological uploads

You already know that we offer document scanning services to help transform your paper archives in digital ones. But that doesn’t really help you get the information on those files into your head, does it? Which is why we’re now going one step further. Not only will we scan your documents but we will upload the resulting JPG, PDF or TIF files directly into your brain via the latest biological upload technology so you have all the information available without having to read it.

Memory destruction services

We don’t like to brag but we’re pretty good at destroying data. We do next level document destruction (cross shredding and pulping so there’s no going back), we degauss hard drives, we incinerate microfiche and microfilm, and we shred CDs and DVDs. Now we’re adding another service to the list – memory destruction. Whether it’s a song you can’t get out of your head, an embarrassing incident at the office Christmas do or that time you walked in on your mother-in-law on the loo, we’ll extract the data from your mind and erase it entirely so no one, not even you, can access it again.

Child storage facilities

Parents, this one is for you. For those moments where you feel like you’re one step away from breaking point. When you just can’t handle one more demand for CBeebies or Peppa Pig, one more felt tip mark on the dining room table, one more temper tantrum over the sandwiches being cut into the wrong shapes. Introducing our new child storage facilities. Our purpose built warehouse is alarmed and monitored 24-7 and climate controlled to ensure your children aren’t damaged. We can even barcode them so they’re easy to find when (if?) you decide you want them back.

Holographic archives

The move from paper to paperless is going well. Now we’re pushing the boundaries of screenless technology. Rather than accessing your digital files via a monitor, we can create holographic files that you’ll be able to project onto walls or even into thin air. Ideal for presentations, team meetings, very small offices and sci-fi nerds.

Translation scanning services

Scanners have become so intelligent in recent years. We’ve just bought the Babel Scan-Tran E260 which has built in translation software that will auto-translate your documents as they scan. The software will arrange the resulting files in a digital archive that includes both the original language and any translated versions, cross indexed with multi-lingual OCR technology so you can always find what you’re looking for, even if you don’t speak the language.

If you’re interested in any of these services – or our slightly more boring but equally useful old ones, including document storage, document scanning, secure data destruction etc – then get in touch with the team today.

*PS In case the title hadn’t given it away, this post has been an elaborate and cleverly constructed April Fool’s Day ruse. We wouldn’t really suggest you stick your kids in a warehouse, now would we? Duh.

Common data breaches and how to prevent them

Scan Film or Store data breach blog postThe world has more information in it than ever before. A lot of it is fairly mundane – train timetables and Pink Floyd lyrics and what Sarah had for lunch on Thursday (thanks so much, Instagram). But there is also a lot of highly sensitive information, ranging from individuals’ address details through to launch codes that could destroy the planet.

Getting hold of this information is something the criminal element apply an awful lot of time and energy to. So we thought we’d look at some common ways you might be targeted – and the relatively simple steps to reduce the risk of being subject to a data breach.

Getting hacked because you haven’t put the necessary cyber protection in place

Antivirus? Check. Secure passwords with numbers and symbols and capital letters? Check. Memo to staff to not click on dodgy links that promise lottery wins and unlikely tax rebates? Check. Um…. next?

Protecting your organisation against a cyber attack is a complex process. We know, because we recently got certification under the Cyber Essentials Scheme and it was a heck of a lot of work proving that we really are as secure as we can be. Unfortunately that doesn’t mean we can help you prevent an internal breach but at least you know that if you entrust us with your data, it will be as safe as it is possible to be.

Leaving a bag of top secret government papers on the train

Yes, we know what you’re going to say – no one would be that stupid! But it’s happened in real life as well as fiction. Many data breaches happen as a result of human error so training is essential, as is putting processes in place that reduce the likelihood of documents falling into the wrong hands. In our case, we’re certified to BS10008:2014 standards, which are the same ones used by police when transporting evidence in a case so they can say for certain that it hasn’t been tampered with.

Having customer information nabbed out of the bins behind the office

Chucking confidential documents in the bin is not a good idea. And shredding them first isn’t good enough to prevent a security breach either. Anyone with decent eyesight and enough patience can piece those strips back together and retrieve the information they need. No, what you want is genuinely secure data destruction. We cross shred all confidential waste into confetti and then, for good measure, pulp it so there’s no chance of anyone reading it again.

Finding out your office cleaner is an international spy

No matter how good your internal checks and measures, if you’re giving any external suppliers access to your data then there’s a potential security issue. A data breach might be deliberate or accidental but the outcome is the same. Which means it’s vital that you know you can trust everyone from the office cleaner to the folks who scan your documents to help you create digital files.

Because of the nature of some of our contracts, we deal with information that is literally of national importance. Which means that not only are all our employees DBS and BS 7858 checked but we’ve also all signed the Official Secrets Act.

Getting held up as you transport documents ready for shredding

If you’ve invested a lot of time, energy and budget in creating a secure environment at your HQ then you’ll naturally be wary of creating the opportunity for a data breach by allowing classified documents off site. What if someone intercepts them? Of course, you might need them scanned or destroyed. In which case the answer is simple: get it done on site.

We’ve mobilised our operations so that if you have a high volume of scanning or destruction we can come to you. We can scan documents up to pretty much any size, cross-shred and pulp paper documents and even chip PC hard drives down to 20mm or 6mm. And you can watch the whole process, if you like that kind of thing.

If you have a concern about your data and you’d like to talk to one of our experts, get in touch today.

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