Hamstore Ltd

How do you identify my files from everybody else's?

Each customer has a unique reference that is used to identify them within the system and all bar codes are allocated to that reference. This ensures that customer files and boxes are traceable in a matter of seconds and can be retrieved in minutes.

What identification do I have to put on my boxes of files?

You can put as little or as much as you want on a box. All we need is the bar code. Many of our clients do not put their company names on the box or details of its contents, they know what the bar code refers to and leave it at that.

What about security? Will my files be safe with you?

Security is a primary concern for us so we take as much care of your files as you would. The premises are alarmed, for both intruder and fire, we have staff on site 24 hours per day and access to the actual document archives is limited to authorised personnel only. As an added safeguard we have a policy of instant dismissal for any member of staff accessing customer files without permission or on instruction of the customer.

How will my files be stored?

Our storage facility has a high roof and we have racked shelving to hold boxes, thus taking advantage of the space. The locations on shelves are identified by bar code and work to a computer generated pattern that facilitates rapid retrieval.

As an aid to security customers boxes are not stored in one location but are spread around the facility and mixed with those of others. This does not diminish our response times and gives greater peace of mind.

What size of storage box do you use?

To maximise to available space HAMSTORE supply boxes for customers to use. They are designed to fit within our shelving whilst complying with the manual handling requirements of health and safety legislation. How many times have you filled a box to find that it can’t be lifted or (even worse) the bottom falls out?

How do I get at files when I need them?

As well as storage of your records we also offer a delivery and collection service. Files can be delivered in as little as one hour or by appointment as the customer requires.

How do I order delivery or collection?

Customers can order files by telephone or fax.

As a security issue HAMSTORE will only deliver to addresses authorised by the customer on setting up of the account. We can also ensure security through passwords, for telephone orders, or signatures, for fax orders if this is required.

How can you help with disaster recovery?

The HAMSTORE system can be used to store an 'emergency box' for your company. This can contain those items that are essential to your company in the event of you not being able to access your own premises, such as computer programs and backups, customer lists, supplier details, contracts and company headed papers.

On our staff is a former senior police officer who specialised in evacuation and disaster planning and we are available to help you plan for the safety of your staff and the recovery of your business.

What about destruction of files?

The HAMSTORE system can hold details of destruction dates that are set by you. One month prior to this the customer is asked to confirm destruction and on receipt of confirmation the order is set and on the actual date files are shredded and the waste recycled ensuring total and secure destruction.

Can I have set delivery dates?

Many companies have files that they need to refer to at set times, such as personnel appraisals and routines can be set up to ensure that these are delivered and collected to suit their needs.

I have regular backups of computer files, can you store these?

Yes, we can help you design and implement routines to ensure the safety of your computer data.

I have files on open shelving, can you store these?

Yes, our system can store files in this manner and they can be located in the same way as boxed files.

What happens to a file that I have had delivered and then send back?

Files can be returned to their original location.

What records do I need to keep of what is in store?

Customers can keep their existing indexing system and use the HAMSTORE references as they wish. Most customers put their files into a storage box and cross reference the details of those files with the HAMSTORE bar code reference. If files are individually bar coded then customers usually add the HAMSTORE reference as an additional line to their system.