Many organisations require more than one service when it comes to organising their documents; many are also looking for ways to improve their approach to sustainability when it comes to their document management.
Whether it’s digitising documents to create a paperless office or storing files long-term until needing to securely dispose of them, many businesses need a process to handle all of their documents efficiently and with the planet in mind.
Knowing that we are a trusted supplier of document management services, with the PAS 2060 Carbon Neutral accreditation, the client approached Shredall SDS Group for help with improving their document storage management. Sherwood Forest Hospitals Foundation Trust stores all of their archive medical files at the hospital, this takes up a lot of space and employee’s time trying to find necessary files.
The Solution
Shredall SDS Group now provides a weekly managed service onsite to the trust’s three hospitals twice a week. Our operatives visit each hospital and empty the shredding consoles that are placed around the wards. The documents are then shredded onsite before they leave the hospital, which is paramount for confidentiality.
The service includes shredding of confidential and non-confidential waste paper, x-rays and media, as well as hard drives and other information technology. We also offer our cardboard destruction services throughout the hospitals, including our paper cup recycling service to reduce the amount of paper cups going to landfill.
A certificate of destruction is always given for each service provided. We also provide them with a weight report after each visit of their waste that’s been destroyed, and when requested, their tree planting certificates from our partnership with Plant for the Planet.
SDS Document Storage archive 17,000 boxes for the trust at our secure facility. Staff can request an on demand retrieval service of files back to the hospital when needed. Our delivery service can be requested via our management system or by contacting our team directly.
The Result
The Sherwood Forest Hospitals Foundation Trust now has a fully combined storage, shredding, and digitisation service provided by Shredall SDS Group. All their documents are handled securely by one supplier, making their document management process effortless. The web-based archive gives staff near-instant access to documents, meaning that with just a username and password they can access everything they need.
Freeing up space in a working environment is a very common issue for large organisations. In this case it has allowed the hospitals to make space for more hospital beds to treat more patients, improving their services, care and wait times. It is also important to comply with GDPR; medical records must be kept for ten years after the patient’s passing or after they have permanently left the UK. Storing them offsite allows for secure long-term storage.
We’ve also helped the hospitals move towards their goal of net-zero waste production. As a verified carbon neutral company, Shredall SDS Group is able to support customers such as the hospitals trust with scope 3 carbon footprint requirements, as well as the journey to net-zero. We understand the need for environmental commitment in the modern day, and can reflect this in our total information management service.
