Storage/Retention
Premises:
ASL’s storage facility is situated in a complex surrounded
by a secure perimeter wall, a 24-hour standby power generator
and 24-hour security. We have procured fire risk mitigation
services complying with the standards established by the
Fire Protection Association of Kenya (FPAK).
Included in our fire fighting equipment
are: water hose reels, water, carbon dioxide and powder
extinguishers, and smoke and heat detectors. ASL have made
an investment in their staff with training in fire fighting
methods and procedures. In keeping with best practices ideals
we have further introduced staff policies and procedures
to include that all our staff must,
- sign confidentiality agreements.
- have their backgrounds checked and
must maintain current certificates of good conduct.
- be uniformed and have company I.D.
badges at all times during work periods.
ASL has employed a professional housekeeping
and cleaning service provider, encompassing fumigation and
pest control. We also ensure that the premises meet international
record management industry standards for environmental conditions,
taking in to account temperature, humidity, mould, mildew,
sunlight and ultraviolet light. Water and Flood protection
features have been installed at the premises to ensure safety
and integrity of the records.
ASL also ensures controlled access to the
storage area by way of a sophisticated access control security
system, which is backed up to an alarm connected to a reputable
security firm. The archive itself is covered by a 24hr a
day 365 days a year closed circuit surveillance system to
ensure absolute security for clients records.
Storage Containers / Packaging:
Using the correct storage container is
crucial to Record Management. Clients tend to use the closest
box at hand – a shoebox or an old copy-paper carton.
These are single-use boxes that wreak havoc in Record Management.
Boxes need to be made of single, double or triple wall construction.
Generally, the Standard Carton is the right size. There
are exceptions, such as engineering drawings or medical
records. ASL offer a wide variety of specialized storage
containers to accommodate all record sizes:
Standard Carton (1.2 cu ft,
2-piece)
Material: 200 lb. test corrugated, Single-wall construction
Size: 15”L x 12”W x 10”H
Offers an easy, fold-together letter/legal storage solution,
which is sturdy and durable enough to hold everyday files.
A Standard Carton container sample illustrated below:
Auto-fold (1.2 cu ft, 2-piece)
Material: 200 lb. test corrugated, Double-wall construction
Size: 15”L x 41/2”W x 11”H
Offers pop-up assembly in a double-wall letter/legal storage
solution.
X-Ray Carton
Material: 275 lb. test corrugated, Single-wall
construction
Size: 15”L x 61/2”W x 20”H
Securely holds x-rays, ledger books and similarly-sized
documents upright and in order.
Legal Transfer Carton - (2-piece)
Material: 200 lb. test corrugated, Double-wall construction
Size: 24”L x 151/2”W x 10”H
Larger storage capacity than Standard Carton to accommodate
legal-size documents.
Cheque Carton (Regular)
Test Corrugated Single-wall construction
Size: 24”L x 8”W x 5”H
Convenient storage for cheques.
Cheque Carton (Small)
Test Corrugated Single-wall construction
Size: 15”L x 8”W x 5”H
Convenient storage for cheques.
Small Tube Carton
Material: 200 lb. test corrugated, Single-wall
construction
Size: 4”Diameter x 42” Length
Convenient storage for rolled maps, blueprints, plans, and
drawings.
Shelving:
ASL will place storage containers on purpose-built metal
shelving units as illustrated below:
Open Shelf File Management:
While container storage is most efficient for inactive
records, active files are better suited to an open shelf
environment. ASL provides open shelf file storage and management
solutions for various records. We will be able to advise
the client on what records should be placed under this system
after a comprehensive survey has been undertaken.
Illustration of an Open Shelf File Management System:
Computer Media Storage:
ASL provide a secure, modern solution dedicated exclusively
to computer media storage. This is ensured through the construction
of a media vault complying with the requisite structural
and environmental requirements for the media stored within
it.
Storage
- Indexing - Retrieval
- PRMS - Digital
Services |
