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Introduction
Ede's first entered the records management industry
in 1996, we specialise in effective management of
corporate and public agency records. To achieve this
Ede's employ a dedicated and enthusiastic workforce
to allow us to assist our clients in protection,
access, retention and disposal of important and confidential
material, resulting in cost reduction and increased
security of these important records.
Storage Facilities
Ede's have invested in purpose-built state-of-the-art
facilities at both our headquarters in Surrey and in
the Docklands area of London. These record centres
have a combined capacity of over half a million archive
boxes and can offer a rapid retrieval service to London
and the South East of England -items can be delivered
within two hours.
The sophisticated record storage operation utilises
the most advanced barcode based system in the world
allowing for fast and flexible file access control.
We can accommodate specific tracking requirements to
meet our customers' individual needs and design bespoke
electronic request databases. Continuous protection
is supplied by a sophisticated combination of digital
high-level security systems and automatic fire protection
for complete peace of mind. Ede's warehouse facilities
comply with the British Standard Recommendation for
Storage and Exhibition of Archive Documents BS 5454:2000
regarding temperature and humidity.
Other Services
Magnetic media vaults
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Ede's magnetic media vaults are secure environmentally
controlled vaults suitable for magnetic media such
as back up tapes and other highly sensitive material.
They are temperature and humidity controlled, dust-free
and have argonite fire suppression systems. Ede's also
offer a daily collection/delivery service for the back
up tapes.
Deep Storage
Ede's deep storage facility currently contains approximately
110,000 boxes. Deep storage is designed to accommodate
items that have been consigned to storage for long
periods of time with little chance of them ever being
required for retrieval. Ede's can offer a reduced rate
for deep storage because of the intensive fashion in
which they are stored. The boxes are stored at higher
densities in less accessible places whilst still maintaining
a high level of security and suitable environmental
standards
Electronic Document Management
Converting paper documents to electronic format reduces
storage costs and distribution costs of original paper
documents. All paper documents are scanned, then indexed
by every individual word of content using OCR technology,
removing the need for specialist archivists and improving
all users ability to locate files by search.
User friendly fuzzy logic helps users locate files
by using advanced technology in a simple way and the
web-enabled system allows for rapid implementation,
and total control of access to information.
Confidential
destruction services
Ede's offer highly confidential shredding services
for unwanted documents. We encourage our customers
to allocate a destruction review date to every box
in storage. Once the date has passed and authorisation
has been granted, the boxes are shredded and subsequently
pulped and recycled and a certificate of destruction
is issued.Quality Standards and After Sales Service
Customer service
Ede's customer services office is open between 07:00
and 19:00, Monday to Friday. All of our customer services
team have either been working with Ede's for many years
or have been in the industry for a considerable amount
of time. These staff are kept up to date through the
continuous provision of training. Ede's also have an
out-of-hours telephone number to ensure twenty-four
hour emergency cover is available.Memberships
Ede's has full membership of the following societies:
Prism International
Records Management Society of Great Britain
Filing Surveys
In order to establish a move programme it is important
that the quantity of filing is established. This, along
with other quantities making up the overall move content,
will dictate the logistics of the move.
Generally filing falls into two types:
desk contents and loose papers which are generally
packed by staff into personal crates and
general/bulk filing which is packed by the remover,
the staff or a combination of the two
Ede’s frequently provide a filing survey service
to our clients. Typically this will establish by
department the quantities of general filing by filing
type (e.g.
shelf, top tab suspended, side tab suspended etc).
If details of new filing cabinets and their proposed
allocation to each department are available, this
information can also be input to a spreadsheet to
determine where
shortages or over-supply occur.
In order for filing cabinet contents to be labelled
so that their contents can be packed and unpacked by
the removers, the labelling needs to be as accurate
as a postcode so that the right cabinet and even the
right level within that cabinet is identified at the
new location.
To achieve this a considerable amount of pre-planning
needs to be done so that departments’ needs
by filing type are met and the way the various types
of
filing media (shelf, top tab suspended, side tab
suspended etc) are distributed within the cabinets
is clearly
understood so that accurate labelling (addressing)
can be done. Ineffective planning can easily lead
to suspended filing being sent to shelves and shelf
filing
being sent to suspended filing frames.
Another benefit of the filing survey is that it also
establishes what can be archived or thrown away. This
ensures that the company does not pay to move unwanted
paperwork to the new building.
Ede’s can tailor filing surveys to meet individual
client needs. Filing survey types generally fall
into three main categories as follows:
How much can we reduce on-floor filing by and what
will be left to move with?
How is our filing move quantity split by department
and by filing type so that we can order the correct
quantities of filing cabinets in the right configurations?
We have already ordered filing cabinets but need to
establish whether filing by department will fit both
overall and by filing type
In addition to providing easily understood filing
survey results and reports, Ede’s can also
liaise with nominated staff in each department at
the time of the
move to ensure that all general filing is accurately
labelled for its new destination so that the packing
and unpacking exercise can be accurately carried
out.
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