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Satisfied Client
Benefits from using Turtle Document Management
By Using a Document Management Company the Client can:
- Avoid the cost of expensive hardware
- Avoid the cost of staff training
- Avoid the need for a designated and dedicated area to carry out the task
- Avoid having to search for and purchase the correct software
- In all, complete control of your documentation without the headache of doing the work yourself
- Huge cost cutting by releasing time and space in your company whilst ensuring the security of important data
Turtle Document Management can provide a document scanning service that will ensure easier document management and retrieval. The only thing you will need to decide upon is which documents you want scanned and how you require them to be indexed.
The secure shredding service is a great way to de-clutter any organisation & dispose of the data in an efficient and environmentally responsible way.
Please contact us for more information
The Mears Group case study
The Mears Group case study
Q: What is your position within the company?
A : Director
Q. Why did you decide to try document scanning?
A: We were moving offices from Charlton to Dartford to a much smaller office space that would not accommodate the hundreds and hundreds of archive boxes we had just sitting in our offices so when we heard about this scanning service we decided to try it.
Q: What do you have scanned?
A: Mainly site files & tender documents.
Q: When do you scan?
A: As and when site projects are completed; we turn over all the documents to Turtle for scanning & destroying when tender documents are completed.
Q: How does it affect your business and what benefits have you seen?
A: It has allowed us to get organised with all of the thousands of files that we have to process on a weekly basis. We also found that we can get to the files instantly that we used to spend days rummaging through boxes to find. Also the space saving; we now have a few CD’s instead of hundreds of boxes. Storing in archive was just too expensive an option.
Q: Why did you choose Turtle Document Management for this document scanning service?
A: They had an impressive client list, a good price and very friendly staff.
Q: Would you recommend Turtle Document Management to others?
A: Yes- we have used them for 2 years and will continue to do so.
Paperless Office - HM Revenue & Customs Companies Act 2006
Where and for how long records to be kept:
(a) in the case of a private company, for three years from the date on which they are made;
(b) in the case of a public company, for six years from the date on which they are made.
Record Keeping: How records may be preserved:
A person fulfils their obligation to preserve records by
- retaining the original documents, or
- preserving the information contained in the original documents
- capturing all the information needed to make a correct and complete return, and
- reproducing that information in a legible form.
If the method cannot do these things, the person must also retain the original documentation.
Record Keeping: How records may be preserved: Computer records
A person may fulfill their duty to keep records by preserving the information contained in them. This provision was originally introduced with computer records in mind. Where records are kept on computer, the records can include:
- retaining the original documents, or
- preserving the information contained in the original documents
- the actual computer or server, including an internal hard drive system
- an external storage device holding backed-up information or scans, such as a hard drive, magnetic tape, flash drive, memory stick, optical disk, CD, DVD or floppy disk.
Backed up information may be accessed remotely or online.
It will still be necessary to keep the original documents that actually record the sales, purchases and other expenses, and so on, unless those original documents have been copied in a way that provides an exact replica. This includes copies on computer-based optical imaging systems, provided the images are full and complete copies (including any valuable information on the reverse) that can be reproduced in a legible form.
Preserving documents in this way will satisfy the requirement to preserve records and produce documents, for example from long-term storage.
How to stop paying for storage
In the good old days it was great giving archive boxes to storage companies as they were taking up much needed space in the office and they could be forgotten about.
What companies soon found out though was that they were tied to paying for the boxes indefinitely as it was generally accepted that they had to keep their boxes for a defined period of time for legal reasons- see our website for why that isn’t the case. Another problem was that as everyone started to go digital, files were needed for retrieval very fast so companies then had to spend time and money to get the information back as well as paying for the storage.
Turtle Document Management have solved this problem so that means that you can stop paying for storage. By scanning your files with us, we will not charge any storage fees for the duration of the job and it also means you can have all that data available at a click of a button.
How it works:
- Turtle collect all of your archived boxes from where your boxes are being stored.
- Turtle Document Management can scan your archive boxes in one go, or at a pre-arranged volume to suit your budget (minimum scan volumes apply).
- Any copies needed before the scanning takes place can be immediately sourced, scanned and emailed to the recipient in a fraction of the time and cost compared to hard copy retrieval.
- Turtle instantly send you the scanned data on a CD, email or via ftp every month so you can get immediate access to your information and your data will be safely backed up off site.
- We then shred and recycle the files you no longer want free of charge for you.
Turtle can then scan your files if you need on a going forward basis so that you continue to be a paperless company and never pay for storage ever again.
The Bar Council Testimonial
“We have been using Turtle Document Management for about 10 years now and there service is second to none. The turnaround of scanning approximately 25 boxes take no more than two weeks (usually no more than a week) and they deliver the data on disks. They also provide a certificate of destruction so you know that all the paper you have scanned has been confidentially destroyed. I have every confidence in them and will continue to use them as and when I can.”.
The Bar Council’s Record Manager
A paperless office is just less paper
The majority of people appreciate and would love to go paperless but see it as a huge daunting task that will cost those loads of money and time. This isn’t the case as what we always suggest at Turtle is start small and with manageable loads of archive boxes so that the transition is good for both the budget and the organisation.
Going paperless today is about less paper not some crazy 1970’s version of the future in 2012 that involves futuristic clothing & tin foil hats and robots doing everything. It is a culture change that is embodied in the realisation that ultimately going paperless involves being more organised as the less paper there is about to sort through and store the easiest it is to retrieve the file you want. Organisations need organising and the bigger they are the bigger they fall when things go wrong as mistakes are multiplied exponentially through the number of people involved.
Being better organised allows more staff faster access to the information they might need. If more staff have faster access to their information then logic suggests that they can get their job done quicker, allowing them to go home earlier (yeah right I hear you yell) or realistically get more done each day providing a positive cycle of improvement.
The 21st century nightmare that computers were to be affected by the millennium bug have all taught us to back up all our data that when we do convert paper to digital means then you have everything securely stored so that if disaster strikes for whatever reason ( hat tip to NatWest and their buddies) then all the information can be restored instantly with no loss to earnings and profit for the organisation and customers.
Going paperless is not an overnight thing and your company will not be able to go paperless overnight (Turtle Imaging can collect all your files and take them away overnight) but the conversion of a organisation is never an overnight thing. We will help guide you through this with our free transfer service to help you go paperless. We take your documents out of storage or the basement or directors loft ( it does happen) and we then start scanning your documents onto file. This is just the first step in a 21st century changeover to digital life.
We then show you how to access the information you used to have to rifle through boxes to find. In a fast, easy and efficient way of getting the information you need at the click of a button. We are here to support you through this change without the tin foil hats- I promise!.
Cloudy days ahead?
Document imaging is a simple solution to a growing problem within any business that generates paper documents. Advertising agencies in particular have seen the benefits of the service we provide. Our service will transform any department and increase it’s effectiveness considerably (especially if you have back-up clients). You send us boxes of paper and you get an email within days to inform you that your data is “live” and ready to be viewed. We host all the data for you via our Cloud based product. We can also provide the work on CD if required which can be uploaded to your own servers.
Our service is especially well received at audit time because data can be found instantly at your fingertips rather than hunting through archive boxes or filing cabinets. HM Revenue & Customs will also accept electronic data so there is no need to retain the hard copy. We can then shred & recycle the paper. This will obviously free up a great deal of space in the office and could eradicate your data storage costs. It is also quite an environmentally friendly approach to the disposal of your paperwork. To start the procedure is very simple; RKCR Y&R for example was up and running after two short meetings. All you need to decide is what documents you wish to scan and how you would like them indexed.
An option available to potential clients is to have some of their information scanned and put onto C.D. with free retrieval and viewing software. This enables the client to see their own live data and how effective the service is. This is carried out for no charge. Turtle Document Management has strong links with the Advertising & Media industry and specialises in the scanning of their work. The current clients include Saatchi & Saatchi, Rainey Kelly Campbell Roalfe, Y&R, M&C Saatchi, Glue, AKQA, EDC, CHI, Starcom, Zenith Optimedia & OMG. Turtle Document Management can also integrate DDS or Maconomy information electronically into their indexing system to offer a wider range of search fields.
Whether it be a large back scanning project to free up space in the office or a “day forward” exercise, Turtle Document Management is perfectly equipped to help. Some agencies spend around £250.00 a month for the service and haven’t looked back.
Please do not hesitate to call if you have any queries or indeed need to arrange an appointment.
Cloudy days ahead?
Turtle Document Management’s document scanning service allows you to have instant access to your information, no rummaging around in boxes, no calling the storage company and retrieving box no. 304. Our free software allows you access to the information you need in seconds not days.
Once we scan your files, we then send you the data on either a CD (which we keep a backed up copy of on our remote and secure servers) or we upload it onto your software we have supplied or your own internal software package.
Whether it’s a JPEG, TIF , PDF or any other type of image your data is immediately accessible to you as soon as it is scanned.
The recent deployment of the Cloud means now we can upload the information the minute we have scanned it so you can logon anywhere in the world and access the information you wanted instantly. Turtle Document Management are so confident that the benefit of a huge increase in efficiency and office space as well as a dedicated team of on demand scanners saving you thousands of man hours each year that we are offering an iPad with your first order* so you can see just how clever and quick it is to access the information we have scanned for you.
Contact us now to make the transition to an organised and paperless office completely effortless.
*Minimum scan volumes apply.
The Environmentally Friendly Office
Too many companies around the world are paying heating and lighting bills to keep company files archived when they could be digital and pay a fraction of the cost.
In the past, companies had to keep their files for a defined period of time for legal reasons. This causes a problem for companies, especially in a recession as millions of pounds are wasted and tonnes of carbon emissions produced each year keeping basements or areas of the offices heated and well lit so that when a file is needed in the office, a member of staff can retrieve them.
Those companies that don’t clutter up their offices with paper have the option to pay vast amounts of money to storage companies or pay for office space just to keep their files. The problem there is not only the waste of money and energy, but the transport costs of getting files back and forth to the office when needed and the environmental impact this has.
The additional benefit of going paperless is the simple fact companies are simply using less paper which means less trees are being cut down to produce the paper required. Scanned documents are immediately recycled at a local recycling plant that convert the pulp back into paper making going paperless a highly environmental friendly way of record keeping.
36% of consumer content will be stored in the cloud in 2016, up from 7% in 2011
Source: Gartner 25/6/12
HMRC now accept digital copies of files for record keeping allowing millions of firms make the transition to a paperless office so much easier:
Environmental Benefits:
- You do not have to pay for heating and lighting as digital copies take up a fraction of the space
- Less paper is used as staff convert to digital versions
- Less emissions from transporting files
- Scanned documents is destroyed afterwards and recycled at paper recycling plants
The Environmentally Friendly Office
Q: What is your position within the company?
A : Managing Partner
Q. Why did you decide to try document scanning?
A2: Our sister company uses Turtle for their scanning requirements and a colleague from there highly recommended their services. As a company, we were rapidly growing and accumulating paper work and were not totally happy with our previous archive company..
Q: What do you have scanned?
A: All told, we scan 17 different document types. Predominantly finance data.
Q: When do you scan?
A: We try to scan as regularly as possible to keep the storage space in the building low.
Q: How does it affect your business and what benefits have you seen?
A: It has freed up space at our premises and has enhanced efficiencies within our team. Turtle’s cloud based solution means we don’t have to expend any time with uploading the data ourselves to our servers. We simply get an email saying that the data is “live”.
Q: Why did you choose Turtle Document Management for this document scanning service?
A: They came highly recommended.
Q: Would you recommend Turtle Document Management to others?