Information Management Solutions
1. Why is Information Management important?
2. What are the advantages of outsourced Information Management with Recall?
3. What resources does Recall have?
4. What regulatory or compliance issues does Recall’s Information Management address for Australian business?
5. Apart from systems and processes what are the advantages of using Recall?
6. Is ‘Information Management’ limited to handling paper documents?
7. Are Recall’s Information Management services mainly for large corporations?
8. I want to be sure my information will be safe: what are Recall’s security and safety systems?
9. How does Recall demonstrate its commitment to the environment – especially when it comes to documents destruction?
10. How does Recall commit to employees and their safety?
11. How does Recall plan for natural disaster and the impact it can have on a business?
12. What is a Recall Mega-Centre?
13. To what standards are Recall’s facilities maintained?
14. What is the difference between Recall’s physical and digital Document Management Solutions?
15. Is there an advantage to converting my paper files to digital format?
16. Does the digitising of my paper files take place on-site or off-site?
17. What is ReViewSM? What kind of flexibility does it have in accessing documents?
18. What kind of businesses or organisations benefit most from Recall’s Data Protection Services?
19. What is the process for transportation of my backup tapes?
20. How secure would my media and digital information be at a Recall Information Centre?
21. Are client names or details every divulged by Recall?
22. What are the compelling reasons to use Recall’s offsite tape storage service?
23. How does Recall’s Data Protection Services securely manage my data?
24. What if I need something urgently, or outside of schedule?
25. What are the advantages of using Recall for my Secure Destruction needs?
26. What are Recall’s Secure Destruction Services?
27. I’m concerned about the environmental impact of all this: How much material does Recall recycle?
28. How secure are Recall’s facilities?
29. What are Recall’s core values?
30. How do I find out more details about what Recall can do for me?
1. Why is Information Management important?
With the arrival of technology and digitised information the term ‘paperless office’ became popular. However:
- Studies show that on average an individual worker today produces 20,000 paper documents each year
- 50% of a workers time is spent on managing those documents.
That’s time that is not spent on a company’s core business. A solid records storage program leads to streamlining information processes – allowing for accurate record keeping, security of documents and records plus peace of mind when it comes to your vital information.
Information Management is important to you because the threats to information are many. There’s a growing incidence of identity and intellectual property theft which demands secure document management protocols. Even the expansion of business, while a positive, means that more information is amassed: protecting and accessing it places strain of existing internal systems. Outsourced document management allows you to maximise your information management resources. Choosing RECALL will give you increased business confidence in your information management. Recall are the global leaders in offsite document storage, data backup and managed records destruction.
2. What are the advantages of outsourced Information Management with Recall?
Your Information Management covers many disciplines:
- Orderly, accessible and secure document storage – so that documents are ready for accessing when you need them.
- Data backup protocols need to be put in place to securely store and safeguard you active information.
- When records or files are no longer needed they should be destroyed with 100% certainty.
Security of your archived records… safeguards for your current information… destruction of records you no longer need. These are important business systems that are difficult to manage unless every person involved with them is diligent and properly trained. Outsourced information management allows you to enlist a team that will concern itself solely with the protection, storage, backup and managed destruction of your documents or data. Recall’s sole focus is on managing these issues for you. The integration of outsourced information management into your activities allows you to focus on your core business.
3. What resources does Recall have?
Recall is the global leader in information management in 80 countries and 300 locations world-wide. Over 80,000 clients trust Recall to take care of their Information Management. Recall has been in business under one consolidated brand since 1999. You can see the list of countries where we operate on our Global Locations page. Our focus on Australia offers you local expertise in safeguarding your business information and strategically managing your information assets and critical business items throughout their lifecycle. No other company can offer the range of experience and global strength that Recall can.
Click Here For Why You Need Information Management
Click Here For Document Management Solutions
Click Here For Data Protection Services.
Click Here For Secure Destruction Services.
Click Here for Document Storage.
4. What regulatory or compliance issues does Recall’s Information Management address for Australian business?
Recall has been acting locally for 25 years and understands the Australian legal requirements for document archiving and delivery. Government bills have been enacted over the past few years that can directly impact your information management. These are the Corporations Act of 2001, Archives Act, Corporate Governance Regulations and Sarbanes-Oxley Act. Amongst other things, these acts underline the need for a secure method and system for retaining key information. Records, files and data from the past can often play a key role in litigation or achieving industry compliance. And when the question is asked, you need the peace of mind of knowing that your records management will deliver. As global leaders Recall offers you that.
5. Apart from systems and processes what are the advantages of using Recall?
The first thing that Recall offers you is Peace of Mind. There is no uncertainty about the security of your documents – how they are handled, backed up or disposed of. Strict security is in place in terms of physical properties as well as user access – whether physically or online via our secure server.
Recall also gives you positive bottom line results. By outsourcing your information management to Recall, you pass on a large number of time consuming business practices and can focus on your core business. Recall is the expert in reliable document archiving and information resources protection – that is OUR core competency. Your executives and staff will be able to focus on your business – saving your business significant amounts of money in terms of equipment, storage space and time.
6. Is ‘Information Management’ limited to handling paper documents?
Not at all. Information Management includes storage, archiving services and on-line access via our secure server. Plus it means destruction services for all types of media, electronic files, digital files, imagery and film. Whether your records are paper or digital Recall is committed to strategically managing your information assets and critical business items throughout their lifecycle. Click on the following links for some more details about our full range of quality, innovative services.
Click Here For Document Management Solutions
Click Here For Data Protection Services.
Click Here For Secure Destruction Services.
7. Are Recall’s Information Management services mainly for large corporations?
No. Recall is just as crucial to smaller, emerging companies as it is to larger companies. In fact, many of Recall’s services and programs are aimed at smaller and medium sized business simply because we realise these companies often don’t have the resources to give priority to information management. Find out for yourself what services we can offer, by contacting Recall .
Recall helps more than 80,000 companies ranging from Small to Medium Businesses to Global 2000 Enterprises across a host of industries including financial services, legal, government, healthcare, insurance, banking, engineering and real estate. Customer satisfaction is a major goal – no matter what the size of your business, or the scope of your activities.
8. I want to be sure my information will be safe: what are Recall’s security and safety systems?
In order to provide you with total confidence, Recall employs stringent security measures – physical, operational and digital - throughout every aspect of our activities. Majority of Recall facilities utilises remotely monitored alarm systems, digital CCTV systems, infrared motion detection systems, smoke detection mechanisms and biometric access control to uphold the highest standards of safety. Recall has state-of-the-art fire detection and suppression systems in all of our facilities that far exceed the requirements put forth by local and federal regulations. This is shown by the fact that our total investment in fire safety, disaster protection and security programs over the last two years has exceeded AUD$12 million. In addition, all of Recall’s risk initiatives are supervised by our Global and Regional Risk Managers who proactively monitor all our business activities. This security is just part of our commitment to provide you with a service that is responsive, high quality and trustworthy. Standardised global operating procedures have been developed detailing specific infrastructure criteria for all of Recall’s facilities in order to maintain a safe and secure environment for your information.
9. How does Recall demonstrate its commitment to the environment – especially when it comes to document destruction?
Document and information destruction presents problems of what to do with materials once they are shredded or erased. As part of our core business we find solutions on a daily basis. When it comes to destroying your information assets and critical business items our programs look to diminish any impact on the environment from the destruction of information. When paper shredding takes place the materials are pulped and recycled wherever possible. When digitised information is erased, the remaining materials are disposed of in as eco-friendly manner as possible.
10. How does Recall commit to employees and their safety?
Recall’s Zero Harm policy states “Everyone has the right to be safe at work and to return home to their family and friends as healthy as when they started the day. The community also has the right to expect that every employee will care for the environment as well as public health and safety. We expect each and every person at Recall to work safely and with respect for the environment.” With a commitment to zero injuries, Recall applies industry-best occupational health safety and environment (OHS&E) practices for employees, contractors, customers and local communities while ensuring we achieve industry compliance in all cases.
11. How does Recall plan for natural disaster and the impact it can have on a business?
One concern you must have is your exposure to potential downtime and business interruption – and information management is about bottom line results in this regard. To lessen your exposure to risk, Recall has developed comprehensive Business Continuity Plans which provide a reliable and effective response to disruptions caused by pandemic, hurricanes, floods or other natural disasters.
With these plans in place, Recall can respond to both man-made and natural disasters by quickly establishing alternative operating procedures allowing minimal disruption to your business and maintaining customer satisfaction. Business Continuity Plans are an investment in protecting and growing your business.
12. What is a Recall Mega-Centre?
Recall designates a "mega-centre" as an information facility for storing 1 million or more cartons. It is a facility that has been purpose-built for optimum large volume handling of archives and records to meet your information management needs. One of our largest mega centres is located at Greystanes in Sydney, Australia. It covers 20,000 square meters with racking 24 meters high. When full, this facility holds 6,600,000 cartons of documents!
13. To what standards are Recall’s facilities maintained?
Every Recall facility undergoes rigorous risk management review, property safety checks and assessment of all utilities. This ensures compliance with all national and local regulations – then we extend that to meet Recall's Global Standards which far exceed minimum compliance. This ensures that the Recall facility you use operates in compliance with the highest environmental, fire prevention and protection, security, building infrastructure and racking engineering standards. All facilities are subject to inspections by our insurers, customer internal audits and internal regulatory compliance audits to identify areas for possible improvement. Furthermore, Recall continually refers to forward-looking regulatory impact studies to ensure we are on the forefront of innovation, safety and security.
14. What is the difference between Recall’s physical and digital Document Management Solutions?
At Recall, physical and digital Document Management Solutions are two integrated service lines to help you manage your information. Because information is stored in many ways these two solutions are often complementary. Document Management Solutions-Physical (DMS-P) mainly involves storing documents in cartons to enable you to achieve industry compliance while reducing costs. Document Management Solutions-Digital (DMS-D) entails digitising documents into electronic form – giving you access to the information when you need it via our secure server. These initiatives streamline information access for you and set Recall apart as your solution provider for information management.
15. Is there an advantage to converting my paper files to digital format?
Converting physical documents into digital offers a number of strategic benefits including:
- Immediate, simultaneous access for multiple users in multiple locations in varying media formats
- Positive bottom line results with cost-savings in maintaining and storing physical documentation
- These efficiencies can lead to a dramatic increase in productivity and workflow improvements
- Confidence that your document are securely stored and protected from theft, loss or natural disaster
- Consistency and achievement of industry compliance – both local and federal
- Environmental preservation by significantly reducing paperwork
Recall has digital expertise in A/P, A/R, Insurance and Medical Claims, H/R, Mortgage and Lending Files, Financial Statements and Legal Contracts, to name a few.
16. Does the digitising of my paper files take place on-site or off-site?
Recall can tailor an imaging + capture solution that fits your business requirements in the most cost effective way. You can choose to employ this service – which allows you to integrate all your information sources - either on-site or off-site. Converting files involves:
Preparation and Collection
In this step, Recall prepares documents for scanning by removing staples, paper clips, tape, etc. then batches the documents by type, organising them with batch separator sheets and finally, assigning bar codes.
Scanning
Recall’s high-speed scanners convert physical documents into digital format including PDF, Microsoft Word and Excel spreadsheet.
Data Capturing and Processing
Recall’s sophisticated software captures specific data from the digital format to be used for indexing, tracking and rapid recovery.
Quality Assurance and Verification
All images and indexed fields are checked and verified through automated processes and by designated Recall staff.
Digital Archiving
Images and Metadata are loaded into Recall’s ReViewSM software application, which provides you with instantaneous, user-authorised access to digitised documents from a desktop via the Internet.
17. What is ReViewSM? What kind of flexibility does it have in accessing documents?
ReViewSM is Recall’s flagship web-application solution, which provides:
- State-of-the-art software without costly investments in hardware, software or additional IT resources
- Full-Text Indexing allowing visibility to the total content of your digital documents
- Instant, secure, multiple-user access with 128-bit encryption, equal to on-line banking security levels
- Digital Report Management features to automatically capture, store and distribute data for status reports and operational statements
- Responsive workflow functions including e-Forms and automatic routing
You can also track your documents through our secure portal from anywhere, at any time.
If you need to access the original documents once they have been digitised it’s easy. After each document has been digitised, Recall will physically store them at the conversion site for a period of 60 to 90 days at no charge. After that we can store them in our DMS facility or securely destroy them upon request.
18. What kind of businesses or organisations benefit most from Recall’s Data Protection Services?
Our global experience shows us that if your business employs 30 personnel or more you’ll need secure offsite data backup services. This can include hospitals and clinics, law firms, financial companies, banks and professional service organisations such as Engineering firms or IT consulting companies. No matter how big your organisation is, if you want to securely store a backup of your records with a company that is trustworthy and reliable then your should call Recall.
19. What is the process for transportation of my backup tapes?
The Recall service is integrated into your business activities and schedule. You send a client file via the Internet, FTP or e-mail indicating which tapes are required for rotation and the frequency at which you want your data back-up tapes rotated. The handling of your backup tapes is just another example of where you need a trustworthy and responsive solution provider for information management.
- Schedules can run on daily, weekly, biweekly or monthly rotations.
- On the specified date, Recall’s Information Centre Specialists pull the appropriate tapes in the rotation for delivery to your location.
- Recall scans the tapes against the client manifest and runs a discrepancy report to ensure that all the proper tapes are ready for delivery.
- These tapes are then secured in media transportation containers and placed into locked, climate-controlled delivery vehicles.
- Once at your location, the Recall Courier delivers the media to the authorised user and retrieves any tapes that are staged for return to the Recall Information Centre.
- The media is transported in media transport containers within locked, climate-controlled vehicles equipped with security systems.
- Once back at the Recall Information Centre, the tapes are scanned into the system and racked in your preferred storage.
20. How secure would my media and digital information be at a Recall Information Centre?
Recall has standardised corporate safety and security measures globally for all facilities. In addition, all our buildings meet and/or exceed all industry and government code requirements. Furthermore, our facilities include:
- Climate-controlled systems consisting of air circulation and filtration systems, in which we target and continuously monitor at 40 percent humidity and 18° Celsius.
- Concrete and steel I-beam construction, built using a security compound effect as a single tenant site.
- Interior walls rated at 3 hours of 1500 F fire protection
- Vault doors rated at 1.5 hours fire protection
- Smoke and fire detection systems monitored 24 hours a day by an outside security company and connected to the local fire department
- Key card access throughout the facility to limit areas to authorised personnel only
- Halon fire suppression coverage for all computer media vaults
- Infrared and ultrasonic motion detectors throughout the facility
- CCTV monitoring and recording throughout the facility
- Double garage door access to loading dock area
- Sealed concrete floors in vaults eliminating dust
- Leibert temperature and humidity control systems in each media vault
- Loading and unloading of vehicles is done inside the facility
- Uniformed drivers wear a Recall Identification badge
21. Are client names or details every divulged by Recall?
No. All client information – even the fact of them doing business with us – is confidential.
22. What are the compelling reasons to use Recall’s offsite tape storage service?
- Regulatory Compliance is one, as offsite data tape storage fulfils the audit, process and disaster recovery regulatory requirements put forth by such regulations as the Sarbanes-Oxley Act of 2002, giving you the peace of mind in knowing you have achieved industry compliance in this regard.
- Disaster Recovery is covered as Recall’s management of your offsite tape requirements ensures that in the event of a disaster your data is always available for recovery with minimal loss of business continuity.
- Backup Rotation Scheduling ensures that the right tapes are cycled using Recall’s Backup Rotation systems, allowing your IT staff to stay focused on their jobs. Recall’s trained staff can also do the tape exchange at your server for you.
- Offsite tape storage also gives you Peace of Mind: as a business owner, director or key manager. It means confidence in the safe management of your vital data – and maximises the recovery of information when needed. This is just one part of strategically managing your information assets and business items throughout their entire lifecycle.
23. How does Recall’s Data Protection Services securely manage my data?
- Every item managed by Data Protection Services is bar-coded, either with tri-optic barcode labels supplied by the customer or custom-made barcode labels supplied by Recall. Every item is tracked by scanning the barcode in and out of Total Recall, our Tape Management System – creating an audit trail of the item, which can be viewed by our customers via the web.
- Recall’s Data Protection Centres (DPCs) offer the highest level of security, fire protection and environmental control systems that are regularly serviced and monitored 24/7. All Recall vaults are of concrete construction with walls solid core steel reinforced and comply, if not exceed, local safety standards.
- Access to our DPC’s is by arrangement only and tightly controlled by swipe card access control systems. These access systems combined with a high level of electronic detection devices including CCTV are externally monitored 24 hours per day ensuring data tapes are safe at all times.
- Recall vaults employ our Vault Environmental Monitoring (VEM) state of the art temperature and humidity control system to maintain internal environment at 18°C +/- 2°C and 50% relative humidity +/- 5%.
- All Recall vaults comply with Australian Standard AS 3636.4 incorporating the latest Very Early Smoke Detection Apparatus (VESDA) systems and automatic gas fire suppression systems.
24. What if I need something urgently, or outside of schedule?
Data access usually takes place within the Tape Rotation Schedules - but accessing your information is guaranteed. If ever you need to have tapes retrieved outside their usual schedules you simply lodge your Retrieval Request through your web interface with Recall. Alternatively tape retrievals can be arranged via fax or our 1300 phone. Your tapes are available 24/7. Should an emergency arises it is a simple process to initiate an Urgent Retrieval by contacting your local Recall Data Protection Centre either via the web or by phone. Security measures apply in all aspects of this retrieval. Your local contact arrangements will be confirmed as part of your customer induction process. This is just one more example of Recall assuring you of maximum customer satisfaction.
25. What are the advantages of using Recall for my Secure Destruction needs?
Apart from our expertise, using Recall gives added strength to your organisation’s confidentiality policies. Recall’s global network of Secure Destruction Centres safeguards your sensitive materials throughout the destruction process with a closed loop system that protects your materials from beginning to end. Your risk of loss, breach or disaster is dramatically reduced.
The cost of Recall’s high quality secure destruction processes are minimal when compared to costs that could arise from a lawsuit, a compromised position in the marketplace or penalties for non-compliance. Our company-wide Perfect Order promise sets the global standard to deliver 100% on time, secure service to you.
26. What are Recall’s Secure Destruction Services?
Recall provides information management solutions at every point of a document’s lifecycle, including when you need to destroy your information and critical business assets. You can choose document shredding of your sensitive documents offsite at a Recall Destruction Centre. Below is the procedural process followed by Recall employees:
- Secured containers are strategically placed at your sites by insured Recall Secure Service Representatives (SSRs).
- You dispose of confidential material into the provided locked destruction bin (Keys to bins are available to designated employees only.)
- For offsite shredding, Secure Recall Vehicles are unloaded under video surveillance upon arrival at our Secure Destruction Centre. Containers are staged for shredding inside our secured facility.
- Destruction involves several steps. First containers with Confidential Materials are placed on tipper, which dumps materials into a hopper. The hopper mixes materials and deposits them onto the conveyor for transports through the shredder. Once shredded the materials are deposited into a baler, which bales them into 1,200 to 2,000 pound bales. These are sent to the pulping mill for de-inking, pulping and recycling.
27. I’m concerned about the environmental impact of all this: How much material does Recall recycle?
Recall collects, shreds and recycles approximately 200,000 tons of paper each year – equalling roughly three million trees. We take great pride in the environmentally friendly approaches we take to the destruction and pulping of paper documents – and also to the eco-friendly erasure of digital materials. Recall is HIPAA Compliant as well as compliant with all other regulations such as Sarbanes-Oxley, FACTA, and Gramm Leach Bliley. Recall has a closed-loop system throughout all Destruction Facilities to ensure the safety of your materials as well as their safe disposal. A Certificate of Destruction is provided for services rendered in conjunction with the monthly invoice. Recall are always innovative in the way we securely destroy information in accordance with the needs of your business, community standards and the environment.
28. How secure are Recall’s facilities?
Recall's global network of Destruction Centres safeguards your organisation’s sensitive information 24 hours a day, 7 days a week with several levels of security and preventive measures such as Card Key Access and Perimeter Fencing & Lighting.
29. What are Recall’s core values?
As a wholly-owned subsidiary of Brambles, Recall upholds these global core values:
- All Things Begin with the Customer
- We are Committed to Diversity, People and Teamwork
- We have a Passion for Success
- We Always Act with Respect and Integrity to the Community and the Environment
30. How do I find out more details about what Recall can do for me?
Click Here For Our Services
Click Here For Document Management Solutions
Click Here For Data Protection Services.
Click Here For Secure Destruction Services.
Or Contact Recall today to discuss your information management business needs.