Secure Storage Facilities

Our facility has been designed to offer secure storage in a convenient, cost-effective way for our clients. Our quality assurance systems and site are certified to ISO 9001 standard, and we are also certified to ISO 27001, the pre-eminent information security standard.

We take protection of physical documents and information seriously. Here are just some of the safety features on-site.

 

Secure Storage Facilities – Physical Security

Our site, services and practices make us a secure storage option:

• A detached facility surrounding by palisade fencing on a flood-free plain.
• CCTV cameras monitor internal and external activities.
• Electronic security and access control system  within the building.
• 24 hour, 7 day a week, 365 days a year monitored security system.
• Monitored Very Early Smoke Detection Apparatus (VESDA) and multiple fire extinguishing stations  serviced annually.
• Rodent and pest control contract in place with Rentokil.
• Custom-designed high density racking to provide the best storage environment, with sient material  stored above floor level and away from direct sunlight.
• Temperature and humidity continually modified, with air heating and cool air circulation also on-site.
• 2 extra-secure 4 hour fire rated Vaults are available within the facility.
• Double wall high durability storage boxes are used to store files.
• All deliveries leaving the facility are in banded in boxes or transport cases.
• Polyurethane anti-fade barcode labels are used on boxes and files.
• All transport vans have separate cargo and personnel areas, GPS trackers with live monitoring, AA breakdown contracts and regular service agreements.
• All visitors are required to sign a visitor’s log and leave mobile phones at reception .A separate client viewing area is available.
• All visitors into the warehouse must sign confidentially agreements.
• A thorough security vetting procedure in line with industry best practice is in place for all staff.

 

Secure Storage – Data Protection

We know that secure storage is more than protecting physical documents – here are some of the measures we take to ensure data protection:

• File Management Software Solution backed up nightly to an off-site data centre in Dublin.
• Restore points generated hourly on the File Management Software Solution.
• An on-site back-up server is available in the event of production server failure.
• A user name and password is required to log on to the File Management Software Solution.
• A Windows password policy is in place on-site with 10 minute inactivity lock.
• Risk assessments conducted on all information assets.
• UPS battery backup systems in place on servers.
• A file access policy in place on-site, with user accessibility defined by job function.
• Sophos end point security provides anti-virus, anti-spam and anti-malware protection.
• Internet based email access (Hotmail, Gmail, etc.) is blocked within the facility.
• A disaster recovery plan is in place with a local cold site active.
• Hard copy print outs of box barcodes and box locations are available in case of complete IT failure, with no client data contained on this report.
• A thorough security vetting procedure in line with industry best practice is in place for all staff.
• Confidentiality agreements are signed by all staff.
• DFS is registered with the Data Protection Commissioner as a Data Processor, Reference No 9623/A.
• A secure download site is available for transmission of electronic data.

 

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Get more information on our ISO 9001 and ISO 27001 certification, and our PRISM Membership
Standards and Certifications