Security, Confidentiality and Data Protection
At Recordsmanagement, we firmly believe that the conditions under which a records’ management company stores their customers’ property is indicative of how seriously they take their commitment to providing the best possible facilities and service standards.
Site Security
- Highly-secure, ex-Ministry of Defence site
- 24/7 manned security
- CCTV
- Surrounded by chain-link fencing
- One access/egress point to the site, which is controlled by manned guard
- Absolutely no public or unauthorised access
Security of Buildings
The outside walls of Recordsmanagement’s modern, purpose-built storage units consist of insurance fire-rated block and cladding. Internal fire walls divide each individual building into smaller sub-warehouses – these walls have a fire resistance of two hours. All doors within the properties are fire doors, and also provide a two-hour resistance. The use of fire walls to create smaller sub-warehouses is a hugely significant risk-reduction measure. Recordsmanagement does not provide each customer with a single, consolidated storage area, but uses advanced dynamic storage techniques to spread their archives (and therefore the risk of loss) throughout several, smaller units.
Alarm Systems
Recordsmanagement’s intruder and alarm systems are both RedCare GSM enabled. The RedCare service offers Recordsmanagement the most secure form of alarm monitoring available. It provides continuous monitoring of a BT telephone line which links our professionally installed alarm system to an Alarm Receiving Centre. The result is continuous protection of our customers’ property, every second of the day, 365 days a year. Unlike other alarm monitoring services, RedCare both alerts the Alarm Receiving Centre, when it detects a line cut AND provides encryption to prevent the substitution of equipment or emulation of line conditions. This is why RedCare is the most secure system of its kind. RedCare is a Secured By Design product, and has gained Police Preferred Specification status. This was achieved after testing against and meeting the highest grade of European Standard 50131. The Association of British Insurers regularly rates RedCare as #1 in its field, and it fully complies with the ACPO 2000 police response policy. FileStore’s use of a RedCare GSM monitored intruder alarm system ensures accordance with BS 4737-1, and is installed and maintained by NACOSS-approved engineers. Recordsmanagement’s RedCare GSM monitored fire alarm system was installed and is maintained in accordance with BS 5839-1.
Fire Precautions
- Smoking is absolutely prohibited in all Recordsmanagement buildings
- All Recordsmanagement buildings have in excess of the recommended amount of fire extinguishers, all of which conform to BS EN 3, as recommended in BS 5306-3. These are situated at the ends and in the middle of each row of racking, and are serviced according to BS 5306, and recharged to BS 6643
- All electrical fittings present in Recordsmanagement’s warehouses have an index protection rating of at least IP 2X in accordance with BS EN 60529
Environmental Controls
At Recordsmanagement, we measure the temperature and humidity in each of our buildings on a regular basis, in order to ensure that they remain within acceptable limits (in accordance with BS5454).
Authorised Personnel
Customers can only retrieve records via an authorised member of personnel, which may be designated by the client’s Records’ Manager at regular intervals. Any requests received which have not been authorised by a recognised signatory will not be processed, and the customer’s Records’ Manager contacted to inform them of the request.
Data Protection
Recordsmanagement is registered under the Data Protection Act 1998 as both a Data Controller and Data Processor. We also provide assistance to public bodies in meeting their Freedom of Information Act, Sarbanes Oxley and Caldicott obligations.