our services

Box-it East

Our Services & Facilities

For further information, contact Claire Brooks:

01284 810311

Units 72/73 Symonds Farm, Newmarket Road, Risby, IP28 6RE

boxit.co.uk

VAT Reg. No. 829 6761 81 Registered in England Number 3062148

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Executive Summary

Box-it’s enviable reputation in the field as one of the UK’s largest independent suppliers to

the records management industry has grown as a result of being an owner managed

business in which the Regional Directors all work with the ability to recruit and retain

committed staff of the highest calibre who are highly regarded by both Box-it and its

Clients.

Box-it’s principal service is the long-term storage of paper archives in secure and

accessible locations. The service we operate is extremely simple and, at the same time

very effective. Operating across the UK and Ireland from 14 regional centres, Box-it offers

complete national coverage. Every site operates to BS EN ISO 9001:2000 to ensure

consistency and to underpin our quality assurance policies and procedures.

Box-it has a fully integrated and accredited quality management system. Our processes

and procedures constantly evolve to accommodate and service our client’s compliance

needs and internal policies and practices. The Quality Management system features

processes and controls for:

Secure and confidential storage of boxes in stable environmental conditions compliant with BS5454

Timely and reliable collection and delivery of boxes and documents

Secure and confidentially managed destruction of documents

Reconciliation of archives

Effective and accurate invoicing

Environmental awareness

Pro Active account management delivering cost benefit through innovation

Box-it is committed to providing services that combine to ensure that Client assets in the form of their business records are safeguarded throughout their life cycle.

The key objective of Box-it is to provide proven and innovative world class secure records management to clients throughout the UK. This is based on partnership and total understanding - delivered through excellent service levels across robust platforms.

Box-it East are a friendly, professional team dedicated to providing exceptional levels of customer service and care, constantly striving to exceed expectations at all times.

boxit.co.uk


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Document Storage & Retrievals

Project Initiation and Solution

A meeting with a client is held to begin project planning and to address specific areas such as responsibilities,

timescales and deliverables to include:

Current arrangements

Transfer to Box-it East

Labelling and indexing

Demonstration of Omnidox Records Manager

Retrieval method confirmation

Service

Collection of boxes If applicable during the initial intake, Box-it will collect shrunk wrapped pallets (using a partnered haulage company) from a current provider at a rate to be agreed. New boxes will be collected from a client’s premises by our own vehicles and staff.

Retrievals All deliveries will be made by Box-it East staff and vehicles. Retrieval requests received by 15:00 are delivered next working day:

All staff are directly employed and we require all staff undergo a CRB (now DB) check.

All staff sign a confidentiality agreement, breach of confidentiality is treated as Gross Misconduct

All staff undertake a formal induction process that includes security and Data Protection

requirements

It is the Box-it East company policy that none of our services are outsourced to a third party

Our uniformed delivery drivers carry photographic ID

Requests for deliveries/collections should be emailed, faxed or processed via ORM. It should be noted that we do not take requests by telephone without written confirmation to ensure we have a full audit trail.

boxit.co.uk


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Security During Transit

All vans are liveried

Drivers are instructed not to deviate from their routes or to make unauthorized stops

Drivers keep their loading doors locked when not attending to the vehicles.

There is a no smoking policy in force within our vans, each van is equipped with a fire

extinguisher and all drivers are trained to use them.

All delivery vehicles are fitted with Fleetmatics GPS trackers and through this system we can

contact our drivers at all times.

boxit.co.uk


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Omnidox Records Manager ‘ORM’ is one of the latest, unique innovations from Box-it UK, it offers control of an archive from a securely, hosted portal. ORM offers full consistency within an organisation down to department or document type level. Pre-set

templates and retention policies ensure the archive is controlled even through client staff changes. Unlimited

user licences per client are available with full training given by Box-it.

With ORM, users can manage the lifecycle of paper documents held off and on-site.

Client interaction and consistency

Named user licences with full audit trails

Pre-set default retention policies

Pre-set default indexing templates

Search and shop online for your archive

‘https’ secure

Box-it East would be pleased to give a demonstration of ORM to show the full functionality and benefits of the

system.

boxit.co.uk


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Scan-On-Demand

We are also able to offer for consideration our secure, Scan-On-Demand service. Digital files are uploaded to

our secure document management portal Omnidox and the requestor is sent a ‘url’ link to the files. Following

the link they must logon with their user credentials before being able to access the file/s in PDF format. The

file may then be printed, or stored to the requestors PC. Files remain online for 28 days.

This solution offers an alternative to physical file/box deliveries and is typically used by Clients in the following

circumstances:

A fast response

Space limitations mean physical returns are either undesirable or prohibited

Clients want to avoid unnecessary carbon emission

Box-it publicised its Scan on Demand service to London based clients in 2012 when the Olympic Games posed

threats of disruption to traffic movements in and around London.

boxit.co.uk


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Secure Destruction Subject to the addition of retention dates to the boxes, Box-it East will provide monthly reports to the client detailing which boxes are due for review. Upon receipt of written confirmation the boxes will be picked and held at our facility until the Box-it mobile shredding unit makes a regular visit and then the material will be shredded under CCTV surveillance to the size of 15mm in line with the BSEN 15713 standard. If written confirmation for destruction is not received the boxes will remain in storage until Box-it East is advised otherwise.

boxit.co.uk


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Box-it East Facility Credentials

ISO Certified: 9001:2008 and 14001:2004

Registered Waste Carrier: CB/SM3949BH

Data Protection Registration: Z697880X

Annual Fire Risk Assessments

Smoke detection linked to Redcare monitoring service – direct link to local Fire Brigade

Intruder alarms linked to Redcare monitoring service

24hr CCTV – internal and external cameras

boxit.co.uk


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Environment

All facilities conform to BS5454

No boxes are stored at floor level

Monthly pest control inspections by contracted specialist

Humidity is controlled and maintained between 45 – 55 degrees

The site is on high land with no nearby flood plains

Loading bays have a slope to avoid water ingress

All buildings are in compliance with our ISO 14001 environmental management accreditation

boxit.co.uk


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Dehumidification trunking

boxit.co.uk


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Dehumidification Unit

boxit.co.uk


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Testimonials

Existing Client - Solicitor

‘We have used Box-It for archiving since 2007. For many Solicitors archiving is the skeleton in the

cupboard; it’s there, it’s expensive, we know we ought to deal with it, but we never quite get

round to it!

Box-It have helped us by helping us understand the costs of archiving and showing us ways of

carrying out our archiving more efficiently and therefore more cost effectively.

On a day to day basis their retrieval service is second to none and we can request files, confident

in the knowledge that, we will receive them without delay.

On an ongoing basis Box-It have been partners with us in ensuring that the archive is maintained

and regularly checked and weeded out.

We are confident that we know where our files are, that we can get to them and that they go off

to be shredded at the right time. Box-It are not just our archiving service they are an integral part

of our firm.’

Existing Client - Accountant

‘When we moved offices we had the perfect opportunity to rethink our paperwork storage system.

We gathered information from various people offering this service and prices were much the same – although some had hidden charges! However, when we spoke to Claire at Box-it she

was clearly so client orientated and capable that the decision was made easy for us.

We have been using Box-it for over 7 years and in all that time we have never regretted our decision.’

Existing Client – NHS Hospital

‘Box-it hold about 6,500 boxes of various records. We have never had any issues on record on

‘turn around’ times for file recalls; they have always delivered on time.

The customer service is excellent, staff are friendly and helpful. Both I and my DQ Manager would

recommend them for off-site storage.

It is a delight to work with this company.’

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