Call-Off Scanning and Archiving Services

Key Outputs and Deliverables

Provide a secure off-site storage facility, and provide evidence of security systems and processes.

Physical storage location must be within the United Kingdom only.

Electronic storage must be within the EU. Preferably within the UK, this includes metadata searching/tracking software and not just scanned images. If the software and systems are not on a private network, the privacy impact assessment for use of data within the cloud must be available to view.

Ability to provide a secure, robust and auditable tracking system.

Move boxes from our current suppliers to your facility.

Ability to return boxes in a prompt manner as and when requested within agreed target timescales.

Ability to allow access to our containers by authorised staff.

Ability to bar code all boxes and record the proposed destruction and any other relevant dates.

Ability to provide auditable destruction certificates and full documentation related to disposal.

Ability to deal with the destruction of documents beyond all use in a secure and environmentally sustainable manner.

Ability to provide Ofwat with a regular reports of usage and records held.

Move boxes between on-site and off-site as and when required to meet Ofwat arrangements.

Ability to scan documents on demand, if specific documents or records are required.

Ability to insert additional files/records into specified boxes and confirm location/ reference to sender.

Ability to assume full custodial responsibility for records in transit, and provide full information on lost or damaged records. Please supply details about any compensation process for records lost or damaged whilst in your custody.

Provide evidence of disaster recovery and business continuity plans and policies for storage location/s used and how often these are tested.