Records Management

Information is power, so how data is processed, managed and handled can make all the difference. Successful organisations manage their records in ways that unlock competitive advantage.

Whether documents are in electronic or paper format, the required outcome is the same - they need to be safe and accessible.

At Topwood, we work to ensure the principles of ISO15489 concerning the creation, retention and destruction of records, are implemented in accordance with your records management procedures.

In our multi-media hyper-connected world, records management requires expertise as access and security are increasingly complex to manage. Topwood works with successful organisations to ensure their business information is an asset that delivers core competitive advantages.

These organisations incorporate information management into their risk and compliance. With clear protocols in place, information entrusted to our team is restricted to authorised personnel, with Topwood enforcing strict records management policies.

Collection and Cataloguing

UK-wide bulk uplifts are completed by our trained and security-vetted staff (BS7858 or above) using GPS-tracked vehicles.

Whether boxes or files are being collected for storage or scanning, they are matched with customer inventories that are updated in real-time and visible online.

On-going collections can be either scheduled or arranged on an ad-hoc basis. We can index your files, so they are referenced and stored in accordance with agreed protocols. Alternatively, files can be added online or uploaded as a bulk import.

Boxes and files can be classified by cost centre for financial accountability and control. The access permissions and levels of security are based on your records management policies, and a matrix ensures that only authorised persons have permission to view and access records.

Regardless of whether stored physically or electronically in an EDRM, the instant location of documents is a key principle of effective records management. Systematic cataloguing and indexing ensure the highest levels of accuracy, and every document can be pinpointed using quick lookups or advanced searches.

Online access

Out of sight does not mean out of mind!

Online access to documents stored physically allows for proactive records management. For items stored physically, our O’Neil software portal provides users with secure online access to search for and request documents 24/7.

Our cloud document management solution, DocView, empowers users with instant access to documents that can be viewed, downloaded or shared.

The portals and platform we use at Topwood are intuitive and require minimal training and the setups are fully customised and bespoke to mirror your records management and IT policies. This also allows familiar references and business terminology to be incorporated for a seamless transition to us.

We create queries and lookups specific to your search criteria, so records are easily managed too. Finally, reports are tailored to the needs of your business, helping to manage your costs and security levels.

Thanks – you guys are legends for scanning all those Ocado labels so quickly and clearly

Dave Wellman – Muller UK

Archive Box and File Retrieval

For documents stored electronically, users with required permissions can search for, share and download documents 24/7 using DocView.

For records stored physically, users can quick-query their items or use deep-dive search functions to find and request their return. Items for retrieval are then sent for picking in the data centre and users are updated with real-time information.

Deliveries can be added to next scheduled day, next-day, same-day or express (4hr) as required providing a high-speed solution to your file retrieval needs.

2-hour scan on-demand service

Items picked from secure storage can be scanned and delivered electronically.

Where documents are still stored in hardcopy, they can be retrieved using our 2-hr scan on-demand service. Files requested are picked, imaged and available via our secure FTP transfer, and the originals are returned to storage or securely destroyed if requested.

Scan on demand offers all the benefits of electronic filing – without the upfront costs of scanning everything ‘just in case’.

We have downloaded the files from your secure FTP – thank you again for the quick turnaround

Iceland Foods – Legal Services

Retention Scheduling

Expert records management includes clear policies for the retention of documents and, at Topwood, we know that retaining and maintaining records and data can consume valuable resources.

A key principle of GDPR (Data Protection Act 2018) is that records and data are only retained for the period of intended usefulness. For compliance and cost control, Topwood uses O’Neil Software and our EDRM platform, DocView, to make it easy for record managers to schedule the retention of information. This ensures compliance by making sure obsolete information is not held longer than required.

The O’Neil platform creates – and can enforce – review dates to produce reports that then notify users when records are obsolete. With the required permissions, documents can then be approved for destruction online. Users simply need to add items for destruction to their cart and submit a destroy web order.

For peace of mind, our customers’ authorisation process is determined in the retention schedule policy, which is incorporated into our service agreement and operating procedures.

Items can also be made permanent when they are never to be destroyed, or where there is a legal hold. Good examples of documents of this nature would include NHS records connected with the Infected Blood Inquiry or Ministry of Justice documents that relate to the Covid-19 inquiry.

In DocView, the auto-deletion of documents, such as scanned Human Resources disciplinary records, can be scheduled according to retention guides. Likewise, notifications can prompt records managers when documents are due for review.

Secure Destruction

When records are authorised for physical destruction, the boxes and files are picked from storage at the data centre. For total accuracy, the barcode of each item is scanned, and the item is verified for destruction.

Finally, as items are placed into the shredder, the barcodes are scanned again for additional confirmation that the destruction has been completed. The inventory of items shredded is then detailed on the Certificate of Destruction, which is emailed in PDF to you.

Supporting our drive for business sustainability in operations, all resulting shredded paper is baled and sent to a UK papermill for recycling into new useful paper products.