Total Data Management Services

Total Data’s Box Clever service is a cloud-based backup and disaster recovery solution that enables businesses to protect their critical data. The service offers real-time data backup and quick data recovery in case of a system failure or disaster. Total Data’s Box Clever service provides businesses with a user-friendly interface and customisable options to ensure that their data is safeguarded, reducing downtime and minimising the risk of data loss. This comprehensive solution is suitable for businesses of all sizes and ensures business continuity by managing their data needs.

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The Total Data Management cataloguing service, which is offered to forensic level, will list the contents of your boxes or files so that the records contained therein are identified and easily accessible. This service can be an integral cog in the successful management of your data.

All information captured will then be accurately entered into Box Clever.

Box Clever has been designed for easy box and file reference recognition, as well as displaying any additional content data. This results in an extremely user-friendly experience that allows your data to be instantly mapped and traced using the powerful internal search engine.

To keep physical archival records on your company premises is costly in terms of space and efficiency. It can also be time consuming for your resource management.

Off-site box storage is a proven and effective method of retaining archives and remains a very cost-efficient solution, if supported by accurate content management.  Barcode management is applied to every box in order to control storage and track subsequent inward and outward movements. All data is routed through Box Clever to provide a live status at all times.

Should you require the storage of more delicate/valuable items, the correct environmentally controlled conditions can be arranged and maintained to the appropriate British Standards?

At Total Data Management the file management systems and services increase the level of records management. The individual file/matter reference, together with supporting description, is entered as an independent entry on Box Clever, our online data control management system.

The file management solution provides the framework to either deliver physical files or initiate Total Data Management’s secure imaging service, where images are made available on Box Clever for you or your staff to access remotely once security protocols and levels have been assigned to the individual.

The Total Data Management transport service covers the United Kingdom, offering scheduled and next day deliveries and collections.

Our vans, which are Euro 6 (ultra-low emissions), are fitted with radio tracking devices.  They are manned only by Total Data Management employees, who work to ISO 9001 procedures for all transactions and use barcode management to control the movement of records.

The increasing need to deliver data direct to your particular workplace / home space, promotes the use of secure imaging to retrieve documents that you require.  Total Data Management will work with clients, as an extension of its own company support team, in order to retrieve, identify and scan a pdf of the required information onto the client’s secure portal within Box Clever. The data is then available to view or download from Box Clever, using a secure and authorised login.

Scanning projects can also be carried out by the Total Data Management scanning bureau.

The result of using the secure imaging solution will reduce carbon emissions and contribute to every company’s commitment to Corporate Social Responsibility.

Total Data Management applies a secure destruction process to client material which is compliant with the National Association for Information Destruction (NAID) and Information Commissioner’s Office (ICO).

Using the action date feature on Box Clever, clients are automatically advised that the date specified on a record has been reached, requesting authorisation by the client to proceed with the destruction. A destruction certificate is automatically generated by Box Clever, once the destruction has been completed.

The Total Data Consultancy Service will enable you to select the right records management solution for your company.

After a short consultation to establish existing arrangements and practices, along with an understanding of your company’s needs and priorities, our consultant will be able to give you options and recommendations.

Our consultants have a wealth of experience in records management and will always look for practical and cost-efficient processes, whilst ensuring that the identification and accessibility of records are prominent aspects of the end solution.