Archiving

Emerge has document storage and archive facilities located around the country providing capacity for storage of information in a paper or electronic format. Our archive facilities use O'Neil RS-SQL (record storage for SQL Server), the world's leading commercial record storage and management software. O'Neil runs over 850 facilities in more than 60 countries. More of the world's records are managed off-site on RS-SQL than on any other software package.

Off-Site Document Storage

Emerge IOS provides a comprehensive, off-site, business records storage solution, which empowers our customers to manage the document lifecycle from Source-to-Shred. Our full service includes document storage, collection, and packaging through barcode tracking, retrieval and delivery. Our Record Centre facilities, using barcode tracking, system-driven processes, and sophisticated records management systems, keep your business records protected and easily available. Emerge IOS allows you to track your information assets by box or by file and your collections and retrievals can be managed remotely through our Web-based application available 24x7.

Requesting A Collection

You can order a pick-up via email, phone, fax, or by logging onto our web based system and requesting a pickup. An Emerge IOS driver will come directly to your office, barcode scan every box into a Portable Data Terminal (PDT), and generate an immediate receipt. Once your records reach Emerge IOS, we scan them again to a barcoded shelf location in our Records Centre where they are stored until you request them.

Requesting A Retrieval

You can request a retrieval via email, phone, fax, or by logging onto our web based system and requesting a retrieval. We will locate your records, barcode scan them onto our delivery vehicle, and verify that they match your request. When our driver delivers them to your office, the boxes or files are rescanned prior to drop-off and a receipt is generated that requires your signature of approval. To eliminate the chance for error, we track all requests electronically. We scan and rescan every box or file barcode into our Records Storage System, then generate receipts at both pickup and delivery points. This virtually eliminates any chance for error.

Advantages of using Emerge IOS facilities include:

• Documents can be retrieved from an Emerge IOS facility and quickly delivered to your office, on the same day if required
• The content of boxes entering our facility is verified before being stored in a clean, safe environment that is protected by intruder alarms and smoke detectors
• Our verification process typically results in a 30% reduction in the volume of boxes entering our facility which translates to a significant reduction in storage costs
• O'Neil software with advanced barcode tracking is used to ensure boxes and files are not mislaid or lost
• A comprehensive audit trail ensures that your documents are stored in compliance with relevant data protection acts and in accordance with guidelines provided by National Archives
• All boxes are recorded on our online document management system allowing you to locate and retrieve documents online

Off-Site Data Media Storage

A key element of an effective disaster recovery plan is to find a secure off-site location to store back-up media and other vital records. EmergeIOS off-site Data Storage Services offer a secure temperature and humidity controlled environment to ensure your records and data are kept safe.

All tapes, DVDs, CDs and other storage media are collected from your offices by our trained staff and immediately barcoded for tracking, quick location and retrieval. Applying a barcode label to each tape or tape container on collection provides accountability as to the location of your media. Emerge IOS offers 24 hour access to your tape and media library.

The Emerge IOS electronic media vault is designed to eliminate risk to your data. Our vaults are secure temperature and humidity controlled enclosure within our storage facilities. They are built using non-combustible materials and utilise gaseous fire protection and sophisticated access control systems. The vault incorporates a media storage rack system that can accommodate all sizes of magnetic tape and data cartridges.

The vaults can hold a variety of media types, including:

• Computer disks, tapes, CDs, and DVDs
• Microfilm and microfiche
• Audio and video tapes
• X-rays
• Blueprints
• Films and optical disks
• Paper-based vital records