Managed Archive Service

Civica has a comprehensive Managed Archive Service (MAS) especially for organisations that run their own document archive, either in-house or in rented off-site premises. Your organisation may not want to use a commercial warehousing company but managing an archive is a permanent struggle. If so, outsourcing the operation against a Service Level Agreement in order to reduce costs may be the answer.

Civica Records Management has the experience, tools and facilities to offer this service. Whilst individual requirements will be tailored in each case, the basic service provision will be based on a combination of the following elements:

FileTrail, our web-based records tracking software

Your archive will be indexed and set up in a FileTrail database which will be hosted by us. Your staff will have full access to your archives from their desktops, but you will have no involvement with the capital or running costs of the system, neither will you have to assign any IT resource, this will all be done for you. FileTrail is the heart of our MAS.

Management of your in-house archive
Once your indexed archive has been set up in FileTrail, Civica will maintain it by managing the storage, additions and destruction according to an agreed Retention Schedule.

Boxes
We will provide all boxes, barcode labels and other consumables.

Space
If your problems are space-related, we will provide deep storage facilities in our secure Northampton warehouse. FileTrail will provide you with “visibility” to these records in the same way as those held at your site.

Retrieval on demand
Any records required from our deep storage facility can be requested through FileTrail and we will retrieve them and ship to you in accordance with the Service Level Agreement. If you prefer them to be returned electronically, the requested records will be scanned and returned in this way.

Fixed Annual Cost
We will agree a fixed annual cost for the service so that you can budget exactly and know that you will stay within it.

Secure Destruction
At the end of the agreed Retention Schedule (which will vary according to document type), we will retrieve items scheduled for destruction from your own site or our deep storage facility and securely shred them. All the waste material is sent for recycling and you will receive a Destruction Certificate, which provides the end of your Audit Trail. The fact of destruction will be permanently maintained in the FileTrail database.

Preparation
It has been our experience that no archive system is in the ideal condition for us to start the process immediately, which is why we also offer our services to do all the preparatory work for you and get your archived records under control before commencing the main project.

The Civica Managed Archive Service (MAS) provides you with control and assurance of compliance at a known, fixed annual cost. For further details, please contact us now at recordsmanagement@civica.co.uk