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DOCUMENT STORAGE

VAULT STORAGE

MEDIA STORAGE

DOCUMENT SCANNING

BOOK SCANNING

DOCUMENT DESTRUCTION

DIGITAL MAILROOM

RECORDS MANAGEMENT &DIGITISATION SPECIALISTS

www.grm.ie

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Contents

5. Trusted Provider of Records Management & Digitisation Services

6. Service

7. Document Storage

8. Scanning Services

10. Vault Storage

11. Media Storage

12. Document Destruction

13. Document Restoration

14. Digital Mailroom

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Our records centre has been purpose-built for the storage and provision of records management services to organisations throughout Ireland.

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Trusted Provider of Records Management & Digitisation Services

Specialising in offsite document storage, vault storage, media storage, cataloguing records, document scanning, book scanning, document destruction, and consultancy, GRM are the perfect choice for all your records management needs.

Glenbeigh Records Management (GRM) is part of the Glenbeigh Group, which was established in 1985. With over 150 employees, our clients include large and small organisations from private sectors including business and finance; consumer and retail; manufacturing and construction; energy and transport; telecommunications and computing; as well as Government bodies within the public sector.

Service and quality is an ethos that runs through each company within the Glenbeigh Group, and it has been instilled by the owners from the very beginning. We know that if it was not for our clients, we would not be here. As a result we constantly maintain a strong focus on service excellence.

We pride ourselves on our flexibility in offering customised solutions, along with a commitment to constantly improve our performance. Our highly secure, state-of-the-art facility situated in the heart of the Glenbeigh Campus, combined with our committed customer service team, ensures that our hundreds of satisfied clients can gain access to their critical data as and when they need it. We know your business depends on it.

GLENBEIGH RECORDS MANAGEMENTDamastown Way,Damastown Business Park,Dublin 15,D15 X9DP.

PHONE | +353 1 822 7161WEB | www.grm.ieEMAIL | info@grm.ie

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GRM’s storage campus features 24/7 state-of-the-art security and the most comprehensive fire suppression systems which are linked to our constant fire monitoring station.

GRM’s storage campus provides security cleared staff, 24-hour on-site security and CCTV. Further protection is also provided from electronic surveillance using passive infrared detectors, access-controls, microwave technology, inertia sensors and contact switches. This ensures that there can be no unauthorised access to your records/media whatsoever.

Audit Trail Our system produces a unique, non-transferable barcode for each of your records, boxes or tapes to ensure we can provide you with an accurate, up-to-date account of the lifecycle of your records/media.

Customer Service When you call us, you get to speak with our efficient Records Centre staff members who are directly involved in dispatching your documents or media. You do not get redirected to a call centre or to an automated machine. Your call is answered and your query is dealt with immediately.

TechnologyGRM are dedicated to offering you the best technological solutions in the industry.

Using our resources, you can:

Scan up to 375 pages per minute.

Host your documents online.

Access your records online, and much more...

SERVICE DOCUMENT STORAGE

To be in accordance with the Data Protection Acts, you must ensure that your business documents and data are securely stored, archived and retrievable. Legal, privacy, tax and financial requirements all demand that an organisation must be able to rapidly retrieve and access files, whilst maintaining their security.

Glenbeigh Records Management (GRM) provides a simple, secure and cost effective solution. Your documents are collected from you and stored offsite in our records management facility. Using sophisticated software, GRM tracks every step of the record’s lifecycle; from document creation, maintenance, storage, delivery and retrieval. We also offer a secure confidential destruction service for boxes at the end of their lifecycle.

Our highly secure facility enables organisations to effectively realise the benefits of offsite records storage. Even though records are stored offsite in our facility, clients maintain full control by being able to track their entire records inventory, manage services, and access activity reporting instantly. Online access is also available, along with 24/7 customer service and support. Should you wish to view a number of files at once, or conduct an audit of your files in a private, confidential, and comfortable environment, you can avail of our private viewing rooms.

Offsite Storage Benefits

Securely store records Save time filing and searching

Increase productivity and efficiency

Maximise office space

Abide by retention legislation

Avail of on demand scanning

Manage records online

24/7 customer service

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SCANNING SERVICES

GRM has invested in the most advanced scanning technology to scan and index all types of records, including paper, bound volumes (books), and microfilm.

Paper ScanningForming the core of GRM’s scanning bureau is the BancTec IntelliScan XDS, a multi-application, high-speed, mixed document scanner that offers image-capturing capabilities up to 400 dpi optical resolution and scanning speeds up to 375 pages per minute. The BancTec IntelliScan XDS uses an open track, belt fed transport system, which cannot cause any damage to your files. This is in contrast to other scanners which use roller fed transports, which, just like a photocopier, can jam and damage pages during scanning.

Scanning Benefits

Instant access to key information

Multiple users at once

Controlled access Disaster recovery

Preservation of key information

Book ScanningOur leading book scanning technology includes two Treventus ScanRobot® 2.0 which are high speed mass digitisation systems (MDS) designed for large volume digitisation of any bound material. The Treventus can scan up to 2,500 page per hour, it has an optical resolution of 300 dpi and it can output images in a number of formats. These images are preservation quality black and white, grayscale or full colour. We also utilise manual book scanners where required.

Microfilm and Microfiche ScanningOur microfilm scanning service enables organisations to efficiently utilise images that are currently scanned onto microfilm rolls. After your microfilm has been prepared for scanning, it will be scanned by our high resolution scanners. We have deployed SunRise 3-in-1 Microfilm Scanners which provide the entire image processing capabilities needed to output images that duplicate the appearance of the original page scanned. Image formats outputted by the SunRise 3-in-1 include PDF, JPEG, TIFF, etc.

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VAULT STORAGE

To safeguard exceptionally valuable items or those requiring special environmental conditions, you need to know you are choosing the safest place for them.

Deep within the heart of our records management facility, lies an array of fully alarmed, two hour fire-rated storage vaults, which are specifically designed to protect your assets from destruction, theft and damage. These vaults are ideal for storing highly confidential documents, title deeds, high-value items, documents requiring long term preservation, and disaster recovery programs.

We offer TWO types of Vault Storage:

Option 1Share a vault with other clients. This option is more cost-effective because you only pay for the exact amount of storage space used, rather than paying for the capacity of the entire vault.

Option 2Own your own private vault, with your own key, which is a unique offering from GRM. Clients who require maximum security for highly sensitive files prefer to choose this option.

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MEDIA STORAGE

As a company, you need to strongly consider if your priceless company data is 100% protected from fire, flood, theft, water damage or vandalism.

In the event of an on-site disaster, an immediate response from our records management facility with the return of your backup tapes will dramatically reduce these damaging effects. Our vaults are especially designed to protect your data in the safest environment possible, using constantly monitored fire detection systems and an FM200 fire suppression system.

RetrievalsOur clients can retrieve their backup media via a planned rota or, alternatively, they can order online, via email, or by phone. In the case of emergency, we guarantee the swiftest return of backup tapes to our clients, 24 hours a day, 365 days a year. Alternatively use our online backup service which allows you to ensure your data is protected without having to invest in an in-house backup solution.

Benefits of Offsite Media Storage

Enhanced security Web based inventory tracking software

Professionally managed media

Speed of service

Complete data protection

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DOCUMENT DESTRUCTION

Confidential information is one of the most important assets of your organisation. Consider the value of your client records, customer lists, contracts, minutes of meetings, financial records, payroll files, etc.

The impact of these documents falling into the wrong hands would be disastrous for your reputation, competitiveness and trust. GRM has established a confidential document destruction service in order to assist organisations in complying “with Data Protection Acts” and to further protect you and your clients from becoming victims of identity theft.

We can tailor your shredding collections to meet your requirements, whether it’s a once-off, daily, weekly, monthly, or ad hoc basis. Our fully uniformed, security cleared specialists collect your secure bins and transport them in secure vehicles for them to be shredded. Your shredded documents are mixed with thousands of pounds of other shredded documents, making document reconstruction impossible.

The shredded paper is then transported to a recycling facility where it is further processed into recycled material. Alternatively, your documents can be destroyed onsite at your premises, while you are invited to witness the destruction.

GRM can also provide clients with wheelie bins or lockable wooden consoles which can be placed in your office to securely store your documents in between destruction visits.

Certified Document Destruction

Upon completion, we provide you with a Certificate of Destruction to enable you to prove that you are complying with legislation. With our solution, you can be assured that the future of your business is in safe hands. GRM’s document destruction service provides the additional intangible savings by reducing the potential threats to your company by having confidential documents falling into the wrong hands.

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DOCUMENT RESTORATION

Glenbeigh can offer a full restoration/management service to property owners whose documents or book collections have suffered water damage. This service is particularly useful in minimising damage to important legal, commercial or valuable documents.

In terms of the processes involved, the first step is to ensure that the documents are removed as soon as possible from the scene in such a way that no further degradation occurs. On arrival at our premises the documents are placed in a freeze store to halt the progression of damage. Pressurised vacuum driers are then applied and once stabilised the required restoration work can then take place.

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DIGITAL MAILROOM

An innovative approach to transforming the traditional mailroom process.

Our digital mailroom service presents an exciting opportunity to automate and enhance existing business processes that are based on multiple document types arriving from multiple sources.

How It WorksTo start the process rules are developed around all personal, junk and confidential mail. We then set up a PO Box for your mail to be transferred to and every morning one of our Garda-cleared drivers will collect your mail in one of our secure vehicles. When the mail is brought back to our secure facility it is prepared for digital conversion by our scanning experts. Once prepped the mail will be scanned by one of our high speed document scanners, ensuring optimum results and clarity.

Upon completion of the scanning process, your scanned mail is indexed to facilitate future retrieval. When your mail has been indexed, it is forwarded to you in time for the start of your working day. This can be achieved by transferring the images to you securely via SFTP (Secure File Transfer Protocol) or indeed by uploading them to a cloud based document management or workflow software.

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Glenbeigh Records Management Ltd.,Damastown Way,Damastown Business Park,Dublin 15, Ireland.D15 X9DP.

Glenbeigh Records Management LLC.,PO Box 644315,Dubai World Central,Logistics City,Dubai, United Arab Emirates.

Benefits of a Digital Mailroom Service

Reduce the costs associated with processing mail. Eliminate the security risks physical mail is exposed to.

Efficiently search for relevant information.

Easily share mail with colleagues.

Increase the traceability of mail. Improve customer service.

Maximise existing office space.

Damastown Way, Damastown Business Park, Dublin 15, D15 X9DP.

PH | +353 1 822 7161 WB | www.grm.ie EM | info@grm.ie