Benefits of Changing Supplier

Benefits of Changing Supplier

When we are discussing transferring a company’s records, our prospective client often is very worried what will happen during and after the transfer from their existing Offsite Document Storage Supplier. 

Will they lose boxes or files?

Will they be able to retrieve items during the transfer?

Will the new system work as easily as before?

 

And often the position develops that it might just be easier to stick with what they know and play it safe and live without all those extra benefits that they haven’t got anyway.  This is usually short lived when we explain what benefits a transfer with Saracen can bring.

Every month Saracen is taking in new boxes from other suppliers and in house records facilities and every time follows as strict protocol to ensure the smooth transfer of company’s records.  The key to this is ensuring there is real time reporting on the transfer so that at any time Saracen knows where any item is with the incumbent, in transfer or with Saracen.  This real time reporting means errors are picked up fast and usually before the incumbent knows about it themselves; creating a system gives the greatest chance for errors to be rectified. 

“Saracen conducted a full File Audit using our Enterprise Records System in conjunction with our previous provider’s records and have ironed out so many discrepancies which were stopping us finding files we needed...this has restored our Fee-earners faith in our Records Management System. Now that the two systems are working seamlessly, our admin time is down and we always get the file we are looking for”

CHRISTINE PRINCE Facilities Manager EMW Law LLP

Saracen will consolidate their new client’s data as well as the existing supplier container and file listings so that a full record is audited. Both the customer and their old supplier will be kept up to date with discrepancies enabling them to keep working during the transfer.  Historically over our transfers, in excess of 95% of transfers will have missing boxes and files that the existing supplier is unaware that they do not know the location of as they do not carry out continuous audits of their clients records.  Transfers to Saracen will alert to these missing boxes and files and in many cases these items will be found. 

During the transfer process Saracen will enable a system to allow for the quickest possible retrievals to minimise the end users disruption.  In many cases same day picking from records collected is possible.

Before the transfer starts Saracen will have reviewed how the client operates and ensures that whole records management process with Saracen is even smoother than before and will also offer advice to put together positive changes to the clients system to improve it even further.

Don’t put your move off any longer get the records management service you have always dreamed of.