Document Preservation: Preventing Damage & Loss (vermin, damp, flood, losses, misfiles)

Discover effective strategies for document preservation, including methods to safeguard records from vermin, damp, and natural disasters. Understand the importance of proper document management and storage solutions to prevent loss and misfiles. Learn how Kefron provides comprehensive solutions to ensure the safety and integrity of your important documents.

In an increasingly digital world, the importance of document preservation is often underestimated. Managing files yourself onsite leaves too much room for damage and loss. At Kefron, we have been safeguarding our customers’ information for over 30 years. We understand how crucial proper document management is to any organisation. With our expertise, we can highlight the most common threats to your records and how to mitigate these risks effectively.

What is Document Preservation?

Document preservation involves the processes and strategies employed to maintain and protect physical records from damage and deterioration over time. This includes safeguarding documents against threats such as vermin, damp, natural disasters, and human errors. Effective document preservation ensures that valuable information remains accessible and intact for future use, which is essential for compliance, legal, and operational purposes.

Understanding the Common Threats to Documents & Records

Vermin Threats to Document Preservation

Vermin are a threat across all industries. No one wants to come to work and find pests invading their space. These creatures can cause irreversible damage to important records. Rodents can chew through documents, and their waste can stain papers.

Paper-eating bugs, like silverfish and book lice, are another problem. Both are common bugs and usually invisible to the naked eye. Silverfish will eat and destroy paper, book bindings, and photos, preferring inked paper. Book lice feed on microscopic mould commonly found on paper surfaces, causing permanent damage.

Damp and Humidity Control for Document Preservation

Moisture in the air is unavoidable and can be detrimental to records. Controlling humidity is essential but challenging. Too much humidity can cause warping, mould, and mildew on your files, while too little can make paper brittle and prone to tearing. The ideal humidity level for the preservation of paper is between 35% and 60%. Knowing and controlling the relative humidity in the space you keep your records is vital, but difficult.

A dedicated temperature and humidity-controlled space is crucial to avoid dampness. Mould and mildew are particularly harmful and can spread rapidly, often going undetected if files are not regularly inspected. Expert help is needed to remove mould and restore affected documents, especially valuable or aged records. Professional document management providers and scanning bureaus will have the experience and specialist equipment to restore documents as well.

Natural Disasters and Document Preservation

Natural disasters can strike any time, causing catastrophic damage to records. Water damage from flooding or burst pipes can irreversibly damage paper, if not destroy it completely. Similarly, fire can obliterate anything made of paper. And it will spread like, well, like a wildfire!

A natural disaster can devastate an organisation without warning. The impact on a business can be monumental. Post-disaster, a company’s focus should be on restoring operations, not on repairing or replacing documents.

Losses in Document Management

Losing records is a common issue. Files can be left on desks, accidently thrown away, or left with a colleague. Forgetting where you left a document is something we’ve all done. A lost file can be seen and taken by unauthorised parties, posing a significant security risk. In fact, without a document management strategy, 25% of documents end up lost. Organisations without a consolidated filing system are especially susceptible to loss. Find out how Kefron helped this local council achieve tighter controls with a centralised file management system.

Losing important or sensitive documents has serious repercussions. Some records must be maintained for specific periods of time. For example, accounting and taxation documents must be maintained for 6 years following return or filing. If this is not done, you are in breach of GDPR and data protection law.

Misfiles in Document Management

Misfiles are another prevalent problem. Filing cabinets are cumbersome and unsightly, and shelving takes up considerable space and can be challenging to navigate. Filing a document costs around €20 in labour, but finding a misfiled document costs €120 and reproducing a lost document can cost €220. This is time and money that could be better spent on value-adding tasks. Misfiling causes significant damage to your productivity and the bottom line.

Misfiling can also lead to GDPR breaches. Penalties for GDPR violations depend on the severity of the infringement. Less severe violations can result in fines of up to €10 million or 2% of global turnover, while more severe violations can incur fines of up to €20 million or 4% of global turnover. Beyond financial penalties, a breach can severely damage a company’s reputation.

How Kefron Helps with Document Preservation – Prevent Damage and Loss

Kefron leverages our experience and dedication to our customers. We are the only records management company in Ireland to hold 4 ISO certifications relevant to our operations and the only in the Republic of Ireland to be certified to ISO 15489, specific to records management. Our other certifications include ISO 27001 for information security, ISO 9001 for quality, and ISO 14001 for environmental management.

Secure Document Storage Solutions

Kefron’s state-of-the-art record centre was purpose-built for optimum security. Our facilities are equipped with CCTV cameras and an intruder alarm system, both monitored 24/7. The buildings are surrounded by a 6-foot-high fence with controlled access via electronic gates and are part of Park West’s 24-hour security patrols.

We provide specially designed document storage boxes with a 5-year guarantee for long-term storage. To prevent vermin, bait boxes are strategically placed both internally and externally. All Kefron buildings are inspected quarterly by a certified inspector.

Disaster & Environmental Risk Mitigation for Document Storage

Kefron’s record centres are located away from low lying areas and bodies of water. We have operated from Park West for over 15 years without experiencing flooding. Regular inspections of our buildings, including roofs, gutters, and drainage systems, ensure their integrity. All document storage boxes are raised from the floor to minimise water damage risk.

We maintain a comprehensive fire safety management system, including a very early smoke detection system and fire barriers. All loading and unloading of materials are done inside the building to avoid exposure to the elements. Kefron also offers dedicated vault storage with climate control to minimise the risk of fire, mould, and mildew.

Loss Prevention in Document Management

Barcoding is used for detailed cataloguing of all materials stored with Kefron. Each item’s barcode is scanned by our operatives before any movement, ensuring a comprehensive audit trail. All files and boxes are tracked from collection van to storage to destruction or back to the client.

Access throughout our records centres and offices is restricted with proximity cards, and high-security areas are protected by code access. Codes are updated regularly with role-based access in place, and visitors are never left unattended. You can rest assured that your records are only accessible by the authorised people.

Efficient Retrieval Systems in Document Management

Our online tracking system allows customers to see the exact location of their items and when they were stored. Barcodes scanned update the file’s location live, ensuring complete auditing and tracking throughout each document’s lifecycle. Requested files are located and delivered to customers by the next day, with same-day delivery available for Dublin-based clients. Scan-on-demand offers a quicker, greener alternative to physical delivery.

The Benefits of Choosing Kefron for Document Preservation & Storage

Kefron aims to enable our customers to focus on their core operations by eliminating the stress of records management. We tailor our services to meet individual needs, rejecting a one-size-fits-all approach. With a Net Promoter Score (NPS) of 82.4 and consistent 5-star customer service, our offerings provide:

Peace of Mind

Between our extensive security, comprehensive cataloguing and tracking, and risk mitigations, our customers can rest assured that their records are receiving the best possible care.

Cost Savings

Preventing loss and damage to files saves our customers money. Secure storage avoids fines and reduces the cost of labour to find or recreate files. Offsite storage also allows for potential office downsizing.

Efficiency and Productivity

Easily accessible files eliminate hours spent searching for files every week. This allows time and focus for more productive tasks.

Ensuring the Future of Your Documents & Records

Preserving your records is crucial for maintaining business operations and compliance with regulations. By understanding the common threats to records and how Kefron mitigates these risks, you can ensure the safety and integrity of your important documents.