Guarding your data

Off-site storage can save a company’s documents and data in the event of a devastating fire.

Businesses can have access to digitized or hard-copy duplicates on-site and preserved and protected archival records off-site. Guardian Data Solutions can help to achieve this.

Leonard Aitken, president, cited records management, client service and fees as the three areas in which his company surpasses the competition.

Mr Aitken said: “We have an online system that is very good and very useful from a client data perspective…

“We are known for going the extra mile for our clients… We offer what I believe is the most competitive pricing model.”

Security

The records storage company does not deal with electronic storage, but instead specializes in on-site classification, indexing, retention and hold management and secure off-site box storage and retrievals.

“Off-site storage is cheaper than on-site storage for archival records,” he said.

“We have a high level of security and redundancy built into our system.

“After all, we are holding third party confidential information.”

The information, according to Guardian’s website, relates to financial institutions, insurance and reinsurance companies, public accounting firms, lawyers, large organizations and smaller local businesses.

In addition to the company’s security systems, there are staff background checks plus confidentiality agreements.

He referred to the company’s fully-documented policies and procedures, years of experience complemented by up-to-date knowledge of the industry and the 24/7 aspect of clients’ secure web access.

“The system allows clients to keep indexing data concerning their records, as well as request services from Guardian such as box retrievals.

“The primary purpose of the system is (to keep) indexing information, or ‘meta data’… so that details of the box can be retrieved, (to request) services online, which are… performed within 24 hours, or earlier if required… [and] an audit trail for the client.”

The audit trail uses barcode scanning at each step in the custody chain.

Guardian focuses on these responsibilities so clients can concentrate on the drivers behind their own business, according to Mr Aitken. He said: “Any of the outsourcing arguments apply here.”

Where required, the company takes its role right through to the destruction of ‘no longer needed’ documents, discs, back-up tapes, hard drives and/or computers.

Guardian provides a Certificate of Destruction and/or makes witness destruction available so the client observes the action.

Mr Aitken said:  “We constantly go the extra mile for our clients. I speak to clients daily, and the enthusiasm that I have for my business and for what we do comes out in every word.”

Guardian Data Solutions Ltd, 10-11 Well Bottom Lane, Southampton. For more information visit www.guardian.bm, or call 238-0847.