Unboxed: Issue 1 - January 2019

Unboxed.
ALL THE LATEST NEWS FROM ADDS
ISSUE 1 | JAN 2019 | www.archivestorage.net
Inside this issue:
Win a Fitbit
Charge 3!
Enter our
competition
P3
Shredding
matters
Protect yourself
from data breaches
P4
Scan on
demand
The easy way
to retrieve files
P6
The benefits of
file barcoding
Accountability
is everything
P8
1

Happy New Year from
everyone at ADDS!
The ADDS team had a busy and productive 2018…
Walk the Thames 2018
Christmas Jumper Day
#charity
ADDS aims to help wherever we can!
Throughout 2018, we packed and paid
for afternoon tea hampers for the ‘NHS
turns 70’ FOCXH event, Emma donated
11 inches of her hair to the Little Princess
Trust, we sponsored a cycling event to
raise money for the Royal Hospital for
Neuro Disability, we made a donation to
the Refugee Calais Project via Choose
Love, we wore pink to support Breast
Cancer Awareness Month and wore
unity bands for World Cancer Day, we
walked a half marathon to raise money
for the London Legal Support Trust, and
most recently we wore our Christmas
jumpers to work to raise money for Save
the Children and bought 12 places for
Crisis at Christmas to mark the 12 days
of Christmas.
#projects
ADDS’ case studies explore the records
management-related challenges
faced by a variety of clients in different
industries. Read about these challenges
and the solutions ADDS came up with
on our Case Studies page:
www.archivestorage.net/news/
casestudies

#blogs
Check out our
fortnightly blogs about
all things recordsmanagement
related:
www.archivestorage.
net/news
#GDPR
It has been 8 months since the GDPR was enforced
and we are continuously striving to keep our clients
informed about any new developments, as well
as providing useful articles and tools to help you
comply. Visit www.archivestorage.net/news/gdpr
to stay informed.
What lies ahead
for ADDS in 2019?
#events
We’re looking forward to attending the
LPM South 2019 (London) conference
on 7th February and the LPM West 2019
(Bristol) conference on 24th April, the must
attend events for everyone in practice
management from SME law firms. Come
and find our ‘Pick & Mix’ stand and learn
about the ADDS services you can mix
and match to suit your needs.
Satisfaction Survey
We value your feedback and are
always looking to improve our customer
service, so please take a few minutes
complete the ADDS Customer
Satisfaction Survey 2019 and we’ll send
you some sweet treats to say thank you!
www.surveymonkey.co.uk/r/ADDS-
Customer-Satisfaction-Survey-2019
Win a Fitbit Charge 3
#ADDScompetition
Everyone on our ‘contact approved’ list
is already in with a chance of winning
a Fitbit Charge 3 to get you moving in
2019! To get yourself on the list, email
emma@archivestorage.net.
We choose the winner out of a hat
in February!
3

Why Shred?
The GDPR is in full-swing and businesses are at risk of facing
non-compliance fines of up to 4% company-wide annual
turnover. As well as a financial hit resulting from a data breach,
your business’ reputation would also be damaged beyond
repair in the eyes of your clients and stakeholders. It is more
important than ever to ensure that your unwanted or duplicate
data (both paper and electronic) is securely destroyed.
ADDS offers hassle-free shredding solutions to suit your needs:
Secure destruction on demand
• If you have archive boxes with files in
them to be destroyed, we can collect
directly from your office and shred
for you
• We supply secure destruction sacks.
Fill your FREE secure destruction sacks
with files (no need to remove staples!)
and request an ADDS collection
• Once all secure destruction takes
place, you are issued with a Secure
Destruction Certificate
Ongoing secure destruction
• A secure destruction console is
placed in your office in a location of
your choice
• This console is locked and your team
place files to be destroyed through
the secure slot
• The ADDS team can collect weekly,
fortnightly or monthly
• Once all secure destruction takes
place, you are issued with a Secure
Destruction Certificate

#ADDSpromo
Get your FREE secure
destruction sacks by emailing
orders@archivestorage.net
with the code
FREESACKS.
What should you shred?
To protect your business from a data
breach, you must protect any data
or media related to both clients and
employees.
IT / media secure destruction
• Fill your FREE secure destruction
sacks with IT / media devices, mobile
phones, hard drives, data tapes etc.
• Once filled, request an ADDS
collection
• Prior to destruction, an inventory
of each item is taken so you have
confirmation of all the equipment
destroyed
• Your hardware is run through our
secure media shredder and destroyed
beyond recognition
• Once all secure destruction takes
place, you are issued with a Secure
Destruction Certificate
You should shred any documents,
printouts or photocopies which include:
• Financial data
• Medical data
• Personal data
• Secure information to your business
Don’t forget that you shouldn’t just
shred paper documents, you must also
securely destroy:
• IT/media including hard drives, CDs,
USBs, data tapes, mobile phones,
tablets and laptops
• Uniforms and ID
ADDS’ shredding experts are
ready and waiting. Just email
orders@achivestorage.net
for more information about our
secure destruction services.
5

Scan on demand:
A speedy, environmentally-friendly, accountable
and secure way to access your files!
Obviously, there will always be times
when you or your team need a hard
copy file back, but does this happen all
the time? Do you have a ‘hard copy vs.
scan on demand’ policy for requesting
files from archive?
It’s so important that your organisation
is aware of the options available when
requesting files back from archive
storage. Having a scanned copy
rather than a hard copy returned
not only helps you become more
environmentally friendly, every scanned
file has a full audit trail and the hard
copy always remains safe in storage (so
it’s not wandering around your office!)
If you’re looking for
an affordable method
for combining secure
storage with the
benefits of documents
scanning, Scan on
Demand is the perfect
solution for you.
What are the benefits of a Scan
on Demand Service?
• Receive scanned copies of your files
quickly and easily
• Electronic versions of these files are
hosted securely on EDC and can be
accessed whenever you like
• You can download it as a PDF and
store it on your network
• It’s more environmentally friendly to
have the file scanned and uploaded,
rather than delivered by ADDS’
secure vehicles
• Higher grade of GDPR compliance
due to the full audit trail
• No risk of physical files delivered to
your office not being returned to
archive storage

How does the Scan on Demand service work?
Step
1
Your team will receive individual login details for ActiveWeb, our
secure web-based Electronic Document Management (EDM) system
Step
2
Request a file by either emailing orders@archivestorage.net
or placing an order on ActiveWeb
Step
3
The ADDS scanning team will prep and then scan the file
- it is then uploaded to ActiveWeb
Step
4
You can view and download it. If you are using the EDM version of
ActiveWeb, you can even add additional pages to the file
Step
5
Every one of these stages is listed in the audit trail of the individual
electronic file, giving you greater GDPR compliance
7

Why barcode
on a file basis?
At ADDS, for the last 10 years
we have placed the emphasis
on barcoding each file within
the box rather than just the box.
‘Why?’ we hear you ask. Well,
it’s this process that gives your
organisation record storage
accountability!
It’s such an important process because
not only do you know exactly what each
box contains, each barcoded file has its
own audit trail! Hello GDPR compliance!
If you barcode each file, you know who
has touched that file, the status of that
file, and how many times that file has
come in and out of storage. If the box
is returned to your office and files are
removed, you will know this right away!
You’ll be saying, “Yes, GDPR auditor,
I know exactly when this file was sent
to archive, who collected it, placed
it away, the last time we requested it
back, and by the way, would you like to
see my record retention period of when
this file is due to be securely destroyed?
Also, let me show you the audit trails of
securely destroyed files, evidence that
I am keeping to my record retention
policies, opting for the high security levels
of secure destruction and having proof
of secure destruction. Oh, hello there
again GDPR compliance!”
Know what data you are storing.
• Assign each file a barcode
• Enter file references, file owners,
retention policies, review dates
and departments
• View a full inventory on ActiveWeb
(our Electronic Document
Management portal)
• Set up a retention schedule
Control employee access to files.
• Each employee is provided with an
individual ActiveWeb login
• Files can be assigned to a department,
as well as setting a security level
access to increase control and security
• View a complete audit history of all
‘touches’ and increase accountability
• Set access restrictions to
confidential files
Barcoding on a file basis and tracking
files on ActiveWeb will certainly help
your business meet the requirements of
accountability.

To find out more about ActiveWeb, visit
www.archivestorage.net/activeweb/ or
email orders@archivestorage.net for more
information about ADDS’ indexing service.
9

ADDS Services
Our aim is to provide services which make records management
headache-free for all our clients.
If you would like to know more about any of our services, just email
orders@archivestorage.net and the ADDS team will be happy to help.
File storage
Are you running out of room to store
documents? Is your office cluttered?
Are you worried about the security and
preservation of your records? ADDS
can securely store your files offsite and
barcode them, providing you with a full
inventory without having to lift a finger!
archivestorage.net/record-storage
Data backup and rotation
Do you have a reliable data backup and
rotation strategy in place to prevent data
loss if a major disaster strikes? ADDS can fulfil
your disaster recovery and business continuity
needs. You can adjust your backup rotation
schedule to suit your needs and track and
manage your media inventory.
archivestorage.net/data-tape-rotation
Document scanning
Are you looking to go paperless or
paperlite but not sure where to start?
ADDS provides a one-stop-shop for all
your scanning and Electronic Document
Management needs, including ‘scan on
demand’ flexibility.
archivestorage.net/scanning
Deed and Will storage
Are you looking for secure storage to
preserve Deeds and Wills? A combination
of secure storage vaults and an inventory
tracking database provides the highest
protection for your Deeds and Wills.
archivestorage.net/deed-storage-londonswindon

IT and media secure destruction
Do you have a plan for disposing of your
unwanted hard drives? Do you think
that reformatting and erasing a drive is
enough? Well, it’s not. Confidential files
can still be recovered from deleted and
wiped devices. ADDS uses specialised
shredders to securely destroy your IT/
media with unparalleled security and
accountability. Prior to destruction,
each item is barcoded, allowing for
comprehensive audit trail tracking from
collection through to destruction.
archivestorage.net/hard-drive-and-mediashredding-services
File shredding
Do you know that the GDPR fines for a
data breach can be up to 4% companywide
annual turnover? Do you have proof
that you have destroyed unwanted and
duplicate data beyond recognition?
Whether you are looking for ‘on demand’
or ongoing secure destruction, ADDS can
help. Just fill up our FOC secure destruction
sacks or the secure destruction container/s in
your office and we will collect and securely
destroy them on a weekly, fortnightly
or monthly basis, always providing you
with a Secure Destruction Certificate.
archivestorage.net/secure-destruction
Stock/bulk storage
Do you have limited office space, but
are trying to avoid spending a fortune for
storage space sold by square footage?
Managing your business inventory doesn’t
need to be expensive, stressful or timeconsuming.
ADDS can store, protect and
preserve your bulk items in our secure
record centres, help you to manage your
business inventory with our online inventory
software, and ensure that you can locate
and access your bulk items as and when
you need them.
archivestorage.net/stock-bulk-storage
Film and video storage
Do you need secure storage to protect
your tapes and videos? ADDS’ fire-resistant
vaults are designed for the optimal
protection and long-term preservation of
your film, video, tapes and audio media.
Our efficient data tracking technology
allows us to record and track your media
using its existing tape barcodes and
reference codes. No confusing crossreferencing
required!
archivestorage.net/film-video-storage
11

Keep informed!
Certifications
ADDS is always busy blogging and
tweeting useful tips and advice related
to records management. From updates
about the EU General Data Protection
Regulation (GDPR) to advice about
scanning and secure destruction, we
have plenty of information to share on
our website.
Do you need copies of our ISO certificates
or details of our security procedures?
Not a problem, just email
orders@archivestorage.net
and we’ll be happy to provide them.
Keep up to date with the EU GDPR:
www.archivestorage.net/news/gdpr
Read our blogs for useful tips and
advice about managing the information
in your office:
www.archivestorage.net/news
Certificate Number
4075-QM8-001
ISO 9001 : 2008
Certificate Number
4075-ISN-001
ISO 27001 : 2013
Certificate Number
4075-EMS-001
ISO 14001 : 2004
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www.archivestorage.net/news/
adds-newsletters
Our newsletters always include
competitions to win great prizes such
as a Kindle Fire, Fitbit Alta and Pizza
Express Vouchers (just to name a few!)
so get involved!
Follow us on social media to get links to
our latest blogs and find out what the
team have been up to:
Criminal Disclosure
Checks
Would you like an
ActiveWeb demo and trial?
Contact the ADDS
team now to
arrange your free
of charge demo
and trial orders@
archivestorage.net or
0800 328 0272
DVLA
Report – UK
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You can
count on us.