As more and more of us go about our daily lives in the new normal, Archive-Vault want to assure you that we are, and always will be, taking every precaution we can to keep our staff and clients safe. In line with government advice we have adapted every process we have to manage the risk of COVID-19. We’ve outlined the measures we’ve implemented below.
The first step
Initially we had to carry out a COVID-19 risk assessment to identify potential areas of risk and what steps could be taken to eliminate or minimise them. This formed the basis of our entire approach and therefore was a fully comprehensive assessment of every aspect of our business, from the warehouse to the office to the vehicles.
What we’re doing now
Cleanliness has always been imperative to us. As part of our COVID-19 measures, in March we introduced a daily deep clean of the office, warehouse, vehicles, and equipment which includes sanitisation. Along with regular cleaning of these areas throughout the day we installed additional hand sanitisation facilities onsite for staff and visitors and are confident risks are being kept to a minimum. Looking after our staff is of paramount importance and by keeping them safe we keep our clients safe too.
Staff have been provided with PPE such as disposable gloves and face coverings to keep risks down and we have also given every staff member a safe distancing assistant. Worn around the neck or clipped on to clothing it ensures staff are adhering to social distancing by emitting a short audible or vibrating alert whenever someone is getting too close. They’re great at reminding everyone and a key aspect of our COVID-19 measures. As well as the safe distancing assistants we have also put down floor markings in the warehouse and office to remind staff and visitors about social distancing. The final precaution has been to display awareness posters and signage across the site. We are confident these steps are enough to remind staff and visitors about social distancing wherever they are in our premises.
Keeping deliveries safe
Managing the risk when it comes to deliveries is of course incredibly important and has consisted of ensuring drivers have the necessary equipment and cleaning products they need to carry out safe deliveries. All vehicles contain antibacterial cleaning products, hand sanitiser, disposable face coverings, and gloves which drivers use when carrying out deliveries. Wherever possible we are carrying out contactless deliveries and collections to ensure staff and clients are kept COVID-19 safe. Where this isn’t possible contact is kept to an absolute minimum and PPE is being used extensively.
How we can help you
We are encouraging as many clients as possible to make use of our digital services to enable them to provide access to documents for staff who may be working remotely and minimise the need for deliveries. If physical documents are required we are able to, subject to company policy, deliver and collect from alternative addresses meaning disruption for clients is kept to a minimum. If physical documents are not needed there are multiple ways we can support clients in accessing digital copies. The most comprehensive is our client portal which allows remote access and management of clients’ full inventory via a computer, phone, or tablet. With the ability to create fully customisable categories and set security preferences at an individual or departmental level it’s the perfect way to manage your documents from afar. We also offer document scanning services for when you need to see a document but don’t need the hard copy. We can either scan and index your whole inventory for you to access whenever you need or for more ad hoc requirements we offer a scan on demand service – you simply make the request and we locate the document, scan and upload it to our Client Portal for you to access.
In the future
As guidance changes so will our approach, this is a new situation for all of us so anything we can do to reduce risks and keep everyone safe we will. We are fully committed to supporting businesses now and in the future so if you’d like to talk about how our digital services could help your business at this time please do get in touch as we’ll be happy to discuss them in more detail.
