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High Tech Document Storage

Up to the Minute Technology

We have document storage technologies - systems and document storage facilities - which are second to none. And we know how to integrate the technological with the human.

Our document storage systems and technologies are designed to make your document, archive or records management simple...

Barcode scanning, the best records management software, satellite tracking, GPRS tracking, real time updates, on-line access, high specification vaults... you name it, we've got it.

In addition to our highly trained and experienced people Saracen have the finest industry-best resources utilising all the technology that you need. You can take advantage of all the mod cons... or you can phone us up and ask for help. It's there if and when you need it - and it's there to help us manage your records and keep our 100% efficiency record intact.

Leading Barcode Technology

Point-to-Point tracking system with all movements and events surrounding any given record being recorded and verified within our systems. Complete audit trail for life cycle of Box/File/tape from creation to certificated destruction. 

SYSTEMS – RSSQL®

Saracen, as with many Records Management companies use the world leading RSSQL® from O’Neil Software Inc (www.oneilsoft.com).  For over 25 years O’Neil Software has been leading the way when it comes to solutions for the commercial Records Management industry.

As a business Saracen depends on this software to help us realise the solutions we wish to provide to people. With a huge support team working around the globe and regular enhancements being made to the products, the partnership we have created with O’Neil software has become invaluable in helping Saracen Datastore Ltd rise to the forefront of service provision.

Saracen has a long standing proactive approach to embracing the software and all it can offer. As a valued Strategic Partner, Saracen is an “early adopter” of new releases as the feedback we provide to O’Neil is invaluable to them in ensuring smooth product releases.

A few of the key features of RSSQL® are:

  • Comprehensive Billing
  • Service Scheduling
  • Reporting
  • Automatic Monitoring
  • Error Trapping
  • Complete Search Capabilities
  • Wireless Technology
  • Multi-User options
  • Mobile Computing
  • Point-to-Point Tracking
  • Multi-Site Functionality
  • Client Internet Access
  • Retention Scheduling
  • Remote Employee Features
  • Document Management
  • Image on Demand 

SYSTEMS – RSMobile®

RSMobile® empowers Saracen with functionality that could only be previously realized at a workstation. Tasks that previously took many steps, required training and understanding, and meant that the user had to return to the workstation, can now be completed directly from the handheld RSMobile® device, improving speed, saving time and most importantly, reducing costs.

RSMobile® communicates directly to our RS-SQL® database using widely available wireless communications (known as GPRS/EDGE or WiFi/802.11). And because RSMobile® is communicating directly with the database, we don't even need to have a workstation switched on.

We simply need to be in a wireless zone (or Hotspot) within our facility or we can utilise a GPRS data connection, RSMobile will automatically connect us to the database.A simplified user interface, greater functionality, live lookups from the database, signature capture when delivering/picking up, wireless interface to printers the list goes on.

And the most exciting part of this technology is that it is in the start of its development cycle, with so much more to come!

The MC909X pictured to the left is an extremely rugged device – designed to withstand multiple 6 foot drops to concrete across the entire temperature range. Accidents will happen but with this device you can be sure that loss of data is not a concern.

GPRS & Real-time Updates

  • All drivers are kitted out with the latest GPRS Mobile scanner devices that allow critical delivery and pickup information to be recorded and processed in real-time via GPRS.
  • Electronic Receipts
  • Sign for your record deliveries and pickups on screen and receive the receipt in your inbox.
  • Email Notification
  • Receive critical information including receipts, work orders and even invoices direct to your inbox. Be informed when your records have been delivered and see a copy of the signed work order within seconds of the delivery taking place.

Electronic Receipts with Signature Capture

  • Receive your service receipt electronically, directly in to your inbox, in real time. All courier drivers are equipped with GPRS enabled hand held scanners, able to confirm each and every delivery whilst still at your premises. Combine with on-screen signature capture for a complete paper-free transaction.
  • Email Notification
  • Receive critical information including receipts, work orders and even invoices direct to your inbox. Stay informed of when your records have been delivered and see a copy of the signed work order within seconds of the delivery taking place.

Through Saracen’s RSWeb.Net client portal customers can create, manage and  action service requests for all stored and pending records.

Online client access

Online client access at Saracen records management is provided through RSWeb.Net®, enabling clients to index their box and file information directly in to the Saracen RSSQL® database.

Clients are further able to search and look up information with regard any managed record whether it be held off-site with Saracen or managed internally within the clients own archive. Add to this the ability to submit and track service requests and detailed reporting, RSWeb.Net® provides our clients with the power of information at their fingertips.

Some example screenshots are shown in the next couple of pages. With an intuitive menu system that allows our clients to search and work with their records. Finding a particular file is simple, using pre-defined “Quick Searches.” We can personalize these searches to suit not only your requirements but also your terminology to prevent any need for your staff to learn ours. There is also an advanced search tool and clients are able to work dynamically with their results.

What about ordering services? The “Getting Started” page quickly acquaints you with this feature. You can request by barcode, your reference number or use our advanced “Search & Select” tool. Records are then placed into a “shopping cart” which is a feature many are now familiar with on sites such as Amazon. RSWeb.Net® auto-calculates the exact delivery time based on your own service level agreement, so you’ll know when your request will be delivered by. And orders are not just limited to pick-up or delivery requests. You can also order services, request supplies and even check the ETA status of any order… any time.

RSWeb.Net® Secure Client Login:

Inventory Management:

All fields are customisable to suit the needs and the terminology of your business. Saracen will hold a workshop with key representatives of the Hilson Moran Partnership Ltd and will look to create a bespoke package that is designed around your needs. With such a workshop we will not only cover the look and feel of the site but also cover off the access and security requirements you may have. The time invested at this consultation stage will pay dividends later as the system is rolled out across departments within the organisation.

Many Records Management companies may have RSWeb.Net® but few will go to the lengths of customising access and the look and feel. At Saracen we always put this effort in as it has been proved time and time again that it not only helps smooth out the roll out programme by increasing the “buy in” form key personnel but it also really does make a difference to how efficient the system will run for you.

Neither Saracen nor O’Neil Software believes in “one size fits all” which is why O’Neil makes the software the way it does and that is why Saracen uses the software the way it does.

The question to any prospective provider is not “Do you have O’Neil Software?” – But rather “Do you fully engage the features of O’Neil Software?” – You will get a very different response.

Scan on Demand & Scanning Services

  • Utilising our in-house scanning equipment Saracen are able to offer our customers the option to have their retrieval scanned and delivered via either:
  • Secure Encrypted Email
  • FTP Site
  • Or through RSWeb®, our online customer portal
  • We can scan and deliver an individual document or the whole file.

4 Hour Durasteel Fire Vault with Gas Supression

Our SECURE GAS PROTECTED MEDIA VAULTS in Leatherhead are fully safeguarded by inert gas (Argonite) fire suppression/extinguishing system and security alarms. For more details see our fire vault credentials

In summary, at Saracen we invest in the latest technology and 'best of breed' solutions to offer you optimum service levels.  Along with our personnel, we employ only the very best technology.  This gives us all the tools to respond quickly with the answers you need.  To find out more about our technology and how it would benefit your business, give us a call or email us to see what make us so reliable.

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