Offsite Storage
As South African organisations transition to digital documentation, it's crucial to also recognise the ongoing importance of paper-based data and records in daily operations. Effective management and safeguarding of these assets are paramount. Our warehouse ensures the safety and confidentiality of client records with:
- 24/7 monitored security cameras
- 24/7 armed security response
- Electric fence perimeter
- Monitored gate access control
- Live tracking system in all vehicles
- PDS branding on vehicles
- Employees in PDS uniforms
- Monthly fumigation of warehouse
- Confidentiality agreements signed by all staff
Rest assured; your business records are secure with us.
Document Scanning Services and Digitisation
Document digitisation transforms physical paper documents into digital formats such as PDF, JPEG, or DOC files, enhancing accessibility, security, and cost-effectiveness. This involves scanning or capturing images of physical documents and saving them as a digital file, streamlining information management and accessibility.
Document Indexing & Data Capturing
Document indexing aids businesses in tracking and retrieving information by linking specific keywords. Indexing is performed on scanned digital documents, facilitating retrieval through keyword searches. Data capturing involves collecting information from hard copies stored offsite, facilitating retrieval based on captured data.
Document Requests & Retrievals
- Documents can be delivered via scanning, email, or office delivery.
- Requests for documents can be made via email or telephone.
- Documents or boxes will be delivered within 24 hours of the request.
- Same-day delivery is available for urgent file requests made before 10:00am, depending on the location.
Secure Destruction
- We understand the importance of protecting sensitive information, for this reason we offer tailored paper shredding services to meet your unique document management needs.
- A detailed approval by the authorized customer is required before shredding can proceed.
- Our secure shredding process ensures all confidential papers are destroyed, minimising the risk of identity theft and data leaks.
- Shredded paper is recycled, and you'll receive a certificate of destruction, adhering to industry standards. Shredding takes place at PDS premises.
On-Site Services
PDS provides onsite packing and sorting services for your documents, ensuring confidentiality. Documents are indexed based on client requirements. Boxes can be stored onsite at clients premises or offsite at the PDS warehouse.
DMS Software & Cloud Storage
With our comprehensive records management software solution that will offer a secure cloud storage for organising, storing, and accessing documents and records. It enables businesses to efficiently manage their information, ensuring compliance with regulations and streamlining workflows. With the DMS, users can securely store, search, retrieve, and share documents from anywhere, providing a centralized platform for managing organisational records effectively.
Your Offsite Document Storage Questions, Answered
Proper record storage and record keeping are essential for finding information quickly and easily. It ensures that your records are accurate, organised, and readily accessible whenever you need them.
