Why now is the best time to declutter your office

Spring cleaning – it’s so last year.  After working from home or a deserted office space and enjoying a hedonistic summer of barbecues (we wish!) , day drinking (just us??) and getting sunburned(really), it’s time to get back to reality. And nothing helps focus the mind like a good old spring… sorry, autumn clear out.

There are plenty of reasons why we prefer to schedule our decluttering as the weather gets colder. In fact, the weather is part of it. After all, the fact that it’s getting cooler means you’re less likely to get all hot and bothered while lugging boxes around. Also, we’re going into the season where we will be spending more time indoors and that means you want to get rid of all that annoying clutter that will make you feel stir crazy if you don’t.

Autumn decluttering isn’t just for your house. Given that you have probably actually spent more time in your home over the last few months of lockdown than you have in the office, it’s worth starting there. And there is plenty of evidence that your working environment whether that be working from home or back into the office can hugely affect your productivity. So if you need a way to convince your boss that spending a couple of days ignoring clients and focusing on clearing out the store cupboard is a genuinely good idea, just show them that article. Or if you are the boss, now you have a legitimate reason for getting your team to tidy up and create a comfortable and productive workspace ready for the Autumn and Winter months.

Of course, as every seasoned declutterer (it definitely is a word, no matter what autocorrect thinks) knows, it’s important to have a plan. So here are some tips from us because, if we do say so ourselves, getting organised is something we’re really very good at.

How to declutter like a pro

Good decluttering is one of those things that actually makes your environment look more chaotic to start with. That’s because the best thing to do is to unpack everything so you can see what you have. You’ll be surprised how much you can shove into a filing cabinet when you try and don’t get us started on archive rooms. Don’t worry, it does get better though.

Once you’ve sussed out how much is there, you need to make a plan of action to sift through it and get it organised. So for example, you might want to begin by throwing away / shredding / incinerating anything that you no longer need. Remember that if this detritus includes confidential waste, you’ll need to destroy it properly. You don’t want internal memos appearing in the local press now do you? And before you ask, no, standard office shredders aren’t particularly effective. Especially if you’re destroying micro format items like microfiche or microfilm.

Next step is to group what remains in a sensible sort of a way. It’s no good having your stock or invoices or packs of post-it notes divided across an arbitrary number of cupboards or shelves or filing cabinets scattered around the office. There needs to be method in the madness.

Storage – a thing of beauty

Once you know what needs to be stored and in what sort of order, it’s time to figure out WHERE. So here you have a few choices. You can dedicate one room or part of a room to storage. You can install shelving, invest in decent archive boxes, and even create a colour coded labelling system.

Just remember that certain things, such as paper, are quite fussy about their environmental conditions. Much like toddlers, they don’t like to be damp, they don’t like sunshine, they don’t like to be gnawed by rodents.

Of course, you could also get someone else to take care of all that for you. Offsite document storage is honestly the best and we’re really not just saying it because it’s our business. Here are a few reasons we think you’ll agree are pretty convincing:

  • It saves you so much space – space you can do all manner of cool stuff with or maybe even downsize your office?
  • You’ll always know where your documents are – we barcode the boxes in our custom built storage warehouse so we can lay our hands on any of them within minutes.
  • Your documents will be safe – from the elements, from fire, from thieves, all thanks to the climate control and security measures we have in place.
  • It will be so much easier to get hold of documents – like we said, we can get hold of any of the documents we store within a few short moments and we can also courier them over to you or scan and email copies.
  • You’ll save loads of time – just think of those wasted hours spent getting dusty in archive rooms or cursing the collapsing hanging files in that rickety filing cabinet.

If you access your archive records regularly a scanning solution may be the most cost effective solution to transfer your paper records and documents to digital accessible records – we do that too  read more here

Doing an effective autumn clear out takes a little thought and planning and a bit of hard work, but it’s so worth it. Just think how good you’ll feel once it’s done. And if you need some help or encouragement, contact us here.

Electronic data destruction – how not to get caught out

Melted hard drives - Scan Film or Store - Electronic data destruction - how not to get caught outSo you’ve had a bit of an office clear out (well done for getting everyone involved – which of our tactics did you use?) and now you’ve got some stuff you need to get rid of. A few (million) boxes of old paperwork, a stack (or several) of redundant CDs, a couple (ok maybe more) of laptops that are beyond repair, enough promotional USB sticks to build a scale model of the Eiffel Tower (there we go).

You’re not so naive as to chuck the paperwork in the bin where any old Nosy Nelly could have a snoop at it. After all, it might not contain the blueprints for a secret underground lab but with GDPR agents lurking behind every water cooler (NB this may be an exaggeration) you don’t even want customer address details finding their way into the wrong hands.

But electronic data is just as easy to access, if you know what you’re doing. Which means ditching things like CDs, hard drives and USB sticks in the skip is a really, really bad idea. Especially if there’s confidential data on them. Or if you have so many that they won’t fit in a skip.

Here’s what to do instead…

Computer hard drive destruction

The thought of letting your frustrations out on redundant technology with a sledge hammer might be appealing. But it’s not especially effective when it comes to securely destroying the electronic data on the hard drive. Just think about all those films where the determined cop salvages a seriously banged up laptop from a crime scene and gets the tech whiz kids in data forensics to extract a juicy clue that leads him (or her, equality fans) to the killer.

The alternative? Get us to degauss that bad boy for you. We use serious powerful electro-magnetic current to wipe out any electronic data so it disappears for good. Then we shred them into miniscule metal chips that even that determined cop couldn’t piece back together. Oh and we recycle them too. Because, you know, the climate crisis.

CD and DVD destruction services

Talking of shredding, we can do the same with CDs and DVDs. We’ll shred ‘em down to 6mm chips so they’re good for nothing except maybe some sort of edgy mosaic craft project. And again, we’ll recycle them so you don’t have to worry about the environmental impact of your office clear out. 

There’s not really anything else to say about this other than it’s suitable for both secure office data and also Celine Dion’s back catalogue. Just saying.

Microfilm and microfiche incineration

You’d think microfilm and microfiche could be shredded along with paper and it can, to 2mm particles. Unfortunately that is not the safest way to destroy them. The images are too small. Even a thin sliver could reveal more than you’d want it to. That’s why burning – nay, incinerating – these items is the only sure way to ensure no one will ever be able to access the data again. 

And before you grab the lighter fuel, it’s worth knowing that microfilm and microfiche burn at over 1000C and release toxic fumes so a) you need specialist equipment and b) you need a licence. We have access to both. Plus we can issue a certificate to say it’s all been done in an environmentally safe way, which is pretty cool.

Other stuff we can destroy

Hmm, let’s see. Magnetic computer back up tapes. X-rays. Documents (don’t get us started on why standard office shredding isn’t good enough). Top secret stuff government stuff (yes, we’ve done work with the MoD and no, we can’t tell you about it – we’ve signed the Official Secrets Acts. Seriously.) 

Basically, if you want something to disappear, give us a shout. As long as it’s not your mother-in-law, we can probably help.

The new decade decision: to destroy or digitise

Man holding pile of papers - The new decade decision: to destroy or digitiseThe Twenties are upon us. But instead of piling into jazz clubs, drinking bootlegged liquor and swooning over Picasso, we’re preparing for a decade driven by technology, speed and a very different set of rules. 

During the last 10 years it has remained possible – just – to do document storage the old way. We could wistfully enjoy the way that paper piled our desks, crammed our drawers and blew away whenever the window was opened. We could send humans to fetch documents and be glad when they returned within half-an-hour, out of breath and a little sweaty. We could even keep expanding our DVD collection, blissfully ignoring the internet and its popularity these days. 

“That’ll do” won’t do anymore

If we keep doing things the old way, the times will take us out. Our approach to document storage needs to be digital. And anything left cluttering the office needs to be burned with pyromaniacal glee or cross shredded and pulped into soft tissue. 

This decade there’ll be new challenges that no-one has predicted yet. With technology screaming ahead like a runaway train, markets and industries could change overnight. The more out-dated our systems of storage and operations, the harder it will be to adapt when the next change comes. We could cross our fingers and hope for the best, or we could build something robust – something future-proof.

Speed of the times

Instant isn’t a moment too soon. Now, couriers are racing against same-day deliveries, and WiFi is in direct competition with lightning itself. There’s no place for the slow any more.  These days, if your website takes longer than a second to load, Google won’t even allow you to appear in their top search results. It’s a pirate code of “anyone who falls behind gets left behind”.

While we may be able to function internally at the speed of last year, the moment we start working with other business partners, contractors and clients, the expectation will be now. Generation Y already represents well over a quarter of the world’s population and soon generation Z – who have known smartphones their entire lives – will be making key decisions for many businesses. Things are only likely to get faster.

Whenever we digitise (scan) documents for clients, we can embed sophisticated search and retrieval software in the analogue format of your choice so that everything remains an instant away. That data can then be uploaded to cloud systems to ensure that impatient millennials can find it in less than a moment.

Fire proof or fire away

62% of businesses never recover from major loss of data. Offsite storage is a sensible precaution – which we do also offer – while digitisation protects you from the three data doombringers: damp, heat and age. We’ll offer to keep backups of whatever we digitise so that your business can survive an apocalypse with ease.

Time’s up. Our documents are in need of digitisation or they’ve become clutter, so they should be shredded/incinerated/insert destructive verb of choice here. Whether you need to create space for the new decade, or you need to prime your documents for the future, we can make it happen. Check out our document scanning services to go digital, or our data destruction services to give the past the send off it deserves.

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.

Alternatives to professional electronic data destruction (and why they might not work)

Scan Film or Store - Alternatives to professional electronic data destruction (and why they might not work)It can seem appealing to erase your own digital footprints. It’s the cartoon pleasure of sweeping a brush behind you as you walk, stopping the bad guys from following you. DIY alternatives to professional e-data destruction can seem a simple way to cut costs, but it’s more likely to lead to a breach of security. Here’s some DIY electronic data destruction methods and why we don’t recommend them:

Emptying the bins

Emptying your digital recycling bin may seem like you are erasing data from existence but it’s more like hiding it behind a false mirror. Your operating system can no longer find the information, but it can be readily recovered using file recovery software. So it’s only worth relying on emptying your recycling bin if it contains nothing more precious than embarrassing photos of your office Christmas party. 

Reformatting

Once upon a time, reformatting was considered the way to flush your old data down a black hole. But yesterday’s black hole is today’s open handbag. Reformatting is still a useful tool for repurposing, say, a home laptop so you can hand it down to a family member. But any sensitive data would be quickly retrievable with software you can download for free on the internet.

Data wiping

Sounds promising. With a name like data wiping you’d expect it to leave no trace. The process even allows you to go on using the hard drive afterwards, saving costs. But it is time consuming and most importantly, it’s fallible. Any data that is invisible to the host system is invisible to the data wiping software and will still be recoverable. Plus, if there’s any malicious code involved, the wiping process can be compromised. In other words, there’s all kinds of things that can go pear-shaped.

Hitting it with a sledgehammer

Everyone enjoys smashing things (especially if you’re the big green alter ego of an otherwise docile doctor). But while taking a sledgehammer to a hard drive is a more secure method of destruction than the previous options, it is not enough to prevent a skilled person from extracting the data with the right equipment. You may enjoy the smash the hard drive makes, but you’d also be taking a hammer to any guarantee of security. Maybe break up an old sofa instead.

Degaussing

Using a very strong electro-magnetic current does give results. So good are the results, in fact, that we do it ourselves. There are limits, however, as a degaussed hard drive looks exactly the same as an ordinary one. Quite frankly, it’s not worth trying it yourself and having any mix ups with serious sensitive data. That’s why when we handle the process with meticulous precision, recording the serial number, security-sealing already secure crates to move them. Then after degaussing (wiping data using an electromagnetic current), we shred the hard drive into miniscule metal chips that couldn’t be put back together by anything on earth. We even recycle the scrap metal, so it’s kinder to the environment too.

Having DIY skills is an admirable quality. But what no auditor wants to hear is ‘I destroyed the data myself,’ because that translates as ‘I attempted to destroy the data and I can’t prove that I did.’ Sadly, there isn’t a kind of data destruction kit that can provide you with all the necessary materials for secure data destruction.

But you do have us! And we’re lovely and we know what we are doing. We’ll even give you a Certificate of Destruction for your auditors and they will be most pleased. Get in touch with us for a free, fast and highly competitive quote.

Microfilm destruction: can I do it at home?

Match destroying data - scan film or storeWe know what you’re thinking: microfilm destruction sounds like so much fun – can’t I have a go? But just as re-enacting World Wrestling Entertainment can lead to more broken bones than imitators expect, microfilm destruction too is something you should not try at home.

But I have a shredder!

We get it. Shredding is fun. Unfortunately because of their size, shredded microfilm images can still be read. So it really is just a waste of shredding energy that could be better invested in heavy metal guitar solos. Side note: standard issue shredders aren’t a secure way of destroying any kind of data – almost anything can still be pieced together and read afterwards – we, however, undertake to destroy it properly.

Microfilm, microfiche and aperture cards are designed to last for 500 years. You know, just in case you still need it in five centuries. Just as the power of One Ring could only be undone by the fires of Mount Doom, the mighty microfilm can only be destroyed by professional incineration.

Incineration? I can do that myself right?

I’m afraid that lighter won’t do much good. The same goes for a bonfire. You’d even struggle with your own furnace. Microfilm burns at 1,000°C and is highly combustible. So if you do manage to destroy it you might burn down any nearby buildings too. Plus, when it reaches burning point, microfilm releases chemicals that you don’t want to breathe in. Even if you have your own gas mask, there are strict (and necessary) regulations surrounding incineration. In the spirit of Boromir and his many memes: “One does not simply burn microfilm.”

So how come you get to do it?

We’ve got a track record for destruction (don’t we sound cool?) and also for safety, security and professionalism. Our vetted staff will remove your microfilm from its current storage, place it in security sealed and bar-coded bags and securely transport it to the place of incineration. The bags are weighed and scanned to ensure everything is accounted for, then we witness the incineration on your behalf. We know you wanted to see it too, but at least this way you’ll receive a Certificate of Destruction and a Waste Certificate for your audit trail.

Is there anything you can’t do?

We haven’t learned how to turn lead into gold yet, but we’re getting pretty close. Seriously though, it doesn’t matter how much microfilm you throw at us (preferably not literally) we’ll be able to take care of it. Check out our case study of how we oversaw the incineration of 24 tonnes of microfilm, which we had to transport in 1600 bags. Over 4 days, we watched it burn, staggering the process appropriately, so that the chemical fumes could be safely contained.

Can you take the Ring to Mordor?

Um, no. We have to draw a line somewhere. We may add destruction of magical items to our services list at some point but in the meantime, if you have any microfilm, microfiche or aperture cards that need to be shown to the flames, don’t hesitate to call us.

Why secure data destruction is fun (no really)

Destroyed hard drive - Scan Film or Store secure data destruction servicesIf you’re a doubter or a hater, we understand. On the surface of things, secure data destruction can seem unexciting. But (straight-face on) we think it is fun. “Why?” You may legitimately ask. Well, that’s what we’re here to tell you.

We’re professionals in destruction

How many times in life can you say you’re going to destroy something today? Unless your name is Arnold Schwarzenegger or you create machines with CO2-powered axes for Robot Wars. Not only do we get to destroy things for a living – not just paper but microfiche and microfilm, hard drives and backup tapes – we get to hand out Certificates of Destruction to our clients. They’re a lot more interesting than invoices.

It’s serious business

Serious is the polar-opposite of fun, right? Not always. Because the security of data is so essential, the technicians at SFS have signed the Official Secrets Act. Which basically puts us on par with MI5. And the fun doesn’t stop there. We’re talking security-sealed bags, wiping hard-drives with powerful electro-magnetic currents (it’s called degaussing, fact-fans), and saying lines like, “Take it to the incinerator.” Does it sound like the best job in the world yet?

We complete the circle of life

When destroying paper documents, we use a state-of-the-art cross shredder that blitzes everything into confetti then pulps the results. It truly is a celebration worth attending. All data has a death day and we are the gatekeepers who see it off into the great beyond. For paper that great beyond involves becoming tissue paper – it’s like an ironic form of reincarnation. The late documents may become art supplies or a handy cure for a runny nose. It’s a fascinating analogy that you can interpret how you wish.

This is MoD level destruction

Seriously, forget your average office shredder. Our techniques are next level. We can reduce microfiche to powder (try sticking those fragments back together, corporate spies!), shred backup tapes into 20mm or even 6mm scraps, smash up CDs and DVDs into tiny little chips and incinerate pretty much anything (so long as it’s legal – if you’re thinking of bumping someone off, we’re not the company for you). And the best bit is that we can do all of this on site – yes, even the incineration – so none of your top secret data need leave your care for a moment.

We are the digital Marie Kondo

Thanks to the newly-famed Japanese organising guru, the world is discovering that tidying is an opportunity to choose joy. We may not have our own Netflix show yet, but we like to think that we bring joy into people’s lives by reducing the clutter. It’s not just saving people money on storage costs, its creating space for other things in life, like fun. Think of all the things you’ll be able to do with an empty office. It’s satisfying to give that to people. Plus, we digital spring clean whilst humming the tune to “A Spoonful of Sugar.” We’re still waiting on Mary Poppins to show us how to sing it properly though.

We herald the digital age

Just as a rock musician takes pleasure in smashing their guitar on the ground after a concert, we take great pleasure in annihilating the paper, CDs and DVDs of this world. Paper has been an amazing friend to us all. It’s been with us since 100BC and has seen us through many a century, but a couple of millennia is long enough. Likewise, DVDs and CDs were kind to us in the analogue years, but they probably shouldn’t be clogging the archives anymore. Secure Data Destruction is a fitting send off, heralding the digital age in a shower of confetti, a blaze of fire or an electro-magnetic hurrah.

If you need help with secure data destruction of any kind, contact us today for a quote.

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.

Is it time to move office?

Wrapped chairs - office move - scan film or storeWhere do you stand on office moves? Does the thought fill you with excitement and give you an excuse to daydream about the fun new breakout space you’re going to create and the inspirational slogans you could paint artily on the exposed brick walls?

Or does it fill you with pure dread and make you consider firing people so you can stay in the cosy little office you’ve come to think of as home?

Whatever the case, making the decision to up sticks and relocate is one you’ll need to consider carefully. Here are some signs that suggest you might want to consider looking for a new home for your team – and also a few ideas that could help you put that decision off for a while if you need to.

You have to turn sideways to get between desks

And even that isn’t working quite so well since Christmas (we blame the mince pies). If you find you’d rather phone or email your colleague across the room than run the obstacle course that is the office, then perhaps you need a bit more space to spread out.

The alternative: Or how about you just re-arrange the desks? If you’ve been growing organically over the years and just adding new desks as the team expands, you probably don’t have an especially efficient layout. While you’re shifting stuff around, consider getting standing desks. Less chairs = more space. Simples!

You haven’t been into the archive room for months

Not because you haven’t needed to find stuff, it’s just you’re afraid you might cause an avalanche and be discovered only when some other brave soul else ventures in to find the source of that nasty smell. The solution: move to a bigger office with a bigger archive room.

The alternative: You could just have a clear out. Figure out which documents need to be kept as originals and get them stored off site. Scan anything that you don’t need originals of and have those originals securely destroyed. Then use the old archive room to create that break out space! NB: Don’t make your staff do this. You need them to keep doing what they do to earn money. We can help – just call us for a free assessment of your needs.

Everyone always looks mopey on a Monday

Sure we joke about Monday blues but it doesn’t have to be a thing! Creating a positive working environment can give staff morale a huge boost. So if your office is lacking in natural light, if it’s drafty or not very easy to get to or any one of a hundred things that could make it unpleasant to work in, moving could be a very good, well, move.

The alternative: Redecorate! You’re welcome, oh daydreamer. Now’s your chance to get the spray paint and stencils out and slogan up those walls to your heart’s content. Seriously, whatever is making your current office less than enjoyable to be in, fix it. Less expensive and time consuming than a move, right?

There are just too many people to fit

You’re a close team but no one wants to be that close, right? Like close enough to hear your neighbour chewing their cheese and ham sandwich at lunch. That’s the stuff nightmares are made off. If everyone is crammed into a small space, tempers are likely to start fraying and quickly. Moving to a bigger office gives everyone their own little patch where they can work happily and efficiently without wanting to punch anyone for that annoying little sound they make when they’re concentrating.

The alternative: Get rid of a few people. Not by firing them, obviously; that would be a little drastic (and illegal). But could some of your team work from home? If a couple of people got to work from their home office each day, you’d find things less of a squash at your HQ. They’d also be most likely be much happier without the commute, the parking, the need to wear office appropriate clothing etc.

Whether you’re planning to move offices or need help making your current one more space efficient, give our team a call to see how we can help out on the document storage, document scanning or secure data destruction side of things.

Why we’re the perfect match for the engineering, manufacturing, defence and aerospace industries

Heart jigsaw puzzle - perfect matchWe don’t like to play favourites but we do seem to have attracted a lot of clients from the engineering, manufacturing, defence and aerospace industries over the years. And though we also don’t like to sound immodest, we’re not all that surprised. You see, we’re well set up to deal with their particular needs – we’ve got the security, the capacity and the right equipment.

As it’s Valentine’s Day later this week, we thought we’d write up a little dating profile, if you like, to show you we’re the perfect match for someone in the engineering, manufacturing, defence or aerospace industry.

Government approved security

We’re the kind of team who, if we’re going to do something, like to do it properly. So when we say our document storage facilities are secure, we really do mean it. In fact, we’re government approved to hold and process classified documents and data, our premises and procedures have been audited by government security advisers and all digital files are held in a special secure network to protect them from unauthorised access.

We’ve got BS 10008:2014 certification too, which is to do with “evidential weight and legal admissibility of electronic information” – kind of like the standards police have to keep when they transport evidence in criminal investigations. And our staff  have not only been vetted to BS 7858 standards but have actually signed the Official Secrets Act. Let’s face it, we’re practically spies.

Set up for working with you in-house

Of course if that still isn’t secure enough for you, then we can always come to you. Yes that’s right, we can actually up tools and move in with you for a bit, scanning and digitising your documents on your premises so that no data or paperwork ever crosses your boundaries. And remember, our staff are checked and double checked, so you need not worry about letting them past the perimeter fence.

Not your ordinary scanners

We know that if you’re in the engineering, manufacturing, defence or aerospace you haven’t just got a few sheets of A4 that you want to put through the scanner. You’ve got endless technical drawings, blueprints, not to mention procurement documents, personnel records and so on.

We’re set up for high capacity runs and we can scan up to A0 in width and pretty much any length. We’ve even scanned a tonne of 40ft aircraft drawings (although we can’t tell you who for because you don’t have clearance!).

Lots of added extras

So you know that we scan stuff and we store stuff. But that’s not all! We can also extract information from legacy documents and feed it into document management and ERP/MRP systems. We can convert analogue data into digital data and documents into microfilm or microfiche that’s guaranteed for 500 years, creating information backup systems that meet contractual obligations.

And we can securely destroy everything from paper and photographs to digital records and microfilm (which, if you didn’t know, is a really very difficult and dangerous process – microfilm has an extremely high burning point and releases dangerous chemicals so you don’t want to be looking after that yourself).

What our engineers, manufacturers, defence and aerospace clients say

Don’t just take our word for it. Here’s what the procurement manager of a large West Country aerospace firm had to say about using our services:

“As one of the largest aircraft manufacturers in Europe we rely on fast, accurate access to our archive records – particularly build records and data sheets. We have used Scan Film or Store Ltd since it was established and they have always provided us with a first class service, Their prompt attention to our changing needs – from microfilm to digital scanning and document storage – has been impressive. I would recommend Scan Film or Store Ltd to any organisation that has complex or varied needs for cost-effective document management.” Ian Mitchell MCIPS, Procurement Manager

So what do you think? Ready to swipe right? (That’s a Tinder reference, by the way. Which is a dating app. Where you… never mind, it’s not that interesting). Anyway, if you think we’d be a good match for you, get in touch with the team today and we can arrange a first date!

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