At Magnum, we tailor our services to meet the requirements of each individual client. As part of our free, no obligation consultation, a highly experienced specialist will come to your premises to discuss your needs, view the type of documents you have and devise a suitable solution.

At all Magnum sites we have:

• Swipe Card Access

• CCTV

• Security Fencing

• Alarmed external doors

• Steel roller shutter doors

 • Secure internal loading bay

• Infra-red movement detectors

• Motion sensitive security cameras

• Hi-Tech fire and smoke detection systems

• 24 / 7 Surveillance 

• Staff vetting (CRB checks, non disclosure agreements etc)

Firstly Magnum will assess your needs and send you a proposal detailing our recommendations, procedures, prices, terms and conditions etc. Upon your approval of this proposal, we will set up an account for you and you will be given your own unique account number. Magnum’s transport department will then contact you to agree a suitable delivery date for your flat pack boxes. Once you have filled the boxes with your documents, let Magnum know and we will collect them and transport them to our nearest branch for archiving.

In order to appropriately index your files/boxes, it is essential that you think about how you will want to retrieve them. We have 2 methods of indexing – one is file level and the other is box level.

File level indexing is when Magnum barcodes each individual file with the information that is on the front of the file. This is most suitable for when you need to access each individual record on a frequent basis and the files are all of standard format e.g. client files.

Box level is when a barcode is just applied to a box and we take the information from the outside of the box. It is advised that the customer makes a full inventory of the box contents as Magnum will not go into the box. This method is most suitable for items that are not requested on a regular basis and are a mixture of various documents e.g. diaries, books. As part of our consultation, we will advise you on the most appropriate indexing method. 

When you require a file or box retrieving, please contact Magnum’s 24/7 helpdesk with details of the file or box that you require (based on how the boxes/files have been indexed). For security purposes, only named staff are able to retrieve records. (This will be set up with the client at the start of the contract). Our team of archivists will pick then the file/box for you and this will be delivered using either our scan on demand service or Magnum’s own specialist fleet of vehicles.

Magnum ensures that you have access to your records 24/7/365. There are various delivery options available:

• Urgent/ Emergency

• Same day

• Next day

• Your scheduled day

Scheduled day deliveries are agreed with the end user when the account is set up. All we ask is that you get your requests to us by 16:00 on the day before the files are required.

Magnum also offers a ‘Scan on Demand’ service, which allows you to have the electronic image on your screen within minutes.

Simply contact Magnum Services on 01405 720600 or e-mail collections@magnumservices.co.uk with your account number and the number of boxes you require collecting. We will then arrange a convenient collection time.

When records reach the end of their retention period and have been ‘flagged for destruction’, either by the Magnum database or the account holder, a detailed report is generated (quoting a unique report number).

Once published, this report will be sent to the relevant records manager along with an accompanying letter requesting official authorisation to securely destroy all records. The list of records will be in the form of an encrypted email or CD.

Only after receipt of signed documentation will the secure destruction process begin. All records will be securely loaded into industrial shredders and shredded into tiny unreadable particles. These are then bailed, bound and sent for recycling. Upon completion of this process, Magnum will issue the end user with a certificate confirming the confidential destruction of the records (quoting the unique report number). Magnum retains a copy of the certificate and all associated paperwork for each destruction report, in order to maintain a full audit trail.

The cost very much depends on the volume of files/boxes that you require archiving. The prices that are submitted to you will include a unit cost and an estimated cost based on the volumes provided. Magnum invoice on a monthly basis and will only charge for work that has been carried out - i.e. we won’t charge from the estimate. If you would like to discuss how much your document management solution would cost, please do not hesitate to contact us.

Magnum Services supply specially designed boxes that have a provision to allow you to secure them with a tamper-evident seal. When individual files are retrieved, Magnum deliver these in secure, tamper-proof bags to ensure maximum security at all times.

In short, yes. Magnum Services have a designated ‘reading room’ for customers to view/read files on site. The room contains two work stations, power and computer points plus a telephone. We also allow access to our canteen and washroom facilities. All visitors to Magnum sites are required to sign a legally binding confidentiality agreement, and are logged in with a special electronic pass that will not allow access into unauthorised areas.