Topwood’s intelligent storage solution allows clients to request files for return using an on-line self-service portal. If the physical file is not required we offer a Scan-on-Demand service which returns a fully indexed PDF file to the client within one hour.
Scan-on-Demand provides conversion services for files requested by the customer on an ad-hoc basis. Documents already stored with Topwood are scanned and uploaded to our web-based archive system within a customer’s defined service level agreement for clients to be able to view, print and manage.
This blended secure document scanning service allows customers to take advantage of the low cost of storage whilst having the accessibility of digital files as and when they need it. The quality of the scanned image is the same as when produced as part of an archive scanning project. PDFs are checked to ensure opening and as PDFA quality they are guaranteed against deterioration for 99 years.
A barcode number ensures that every box, file or document (item) has a unique reference. The barcode itself means that software used by the best records management companies tracks every movement and each activity of the items. This provides the customer with complete traceability. Barcodes do not replace other file references such as client name, matter etc. Read on to find our more.
Barcode labels are printed from software that adds a check digit to minimise human keying errors on data entry.
Once items are assigned a barcode they become unique and their handling and control becomes completely automated.
When we select and deliver items the barcodes are scanned. Once signed for the software will email an e-receipt to your inbox.
Customers can continue to use their own familiar references for items. The references are simply meta data that is tagged to the bar code. In time, many customers cease to use their own file and box numbering systems once they see the benefits of barcodes.
If you would like to find out more about our secure document scanning, shredding and storage solutions call 0800 781 1066 or request a call back using our call back form.