Digital Services

Quality & Security

Datatron operate a modern and secure site to house your data while it is being processed. Access to the office is restricted during office hours. Out of office hours, it is protected by patrolling security guards, and a maintained intruder alarm system, linked to Red Care and the North East monitoring station.

In addition, because this is a modern purpose built site, it complies with all the latest strict fire regulations ensuring your documents are held in a safe environment. Our servers and data-hosting room is completely fire proofed and climate controlled, to provide the best first line of security and safety possible.

Document Control

Document control is a crucial element to any archiving project and one that many other bureaux overlook as being too time consuming, but good document control is essential in ensuring your documents are safe and accounted for during the process of scanning them.

We use 2 systems to monitor the safe handling of your documents, one of which tracks the individual documents through each stage of the process and the other ensures that we have customer authorisation before we scan, deliver or destroy anything. Both processes have been developed to provide safety nets for human error and are simple yet very effective. The audit trail gained also provides valuable information for the BS10008 standard.

We have also developed very efficient methods to generate collection lists for medical records, which keep the client effort to a minimum, but the accuracy at its best.

Document control is at the core of Datatron’s processes.

Audit Trail

Each stage of the process is monitored to ensure all your information is scanned and presented as planned.

In addition, we operate further monitoring procedures to check the detailed progress of your work. At any time we can tell you how many files and images have been scanned, by who, and how long it has taken them.

We can easily forecast how long the job will take to complete and provide valuable additional information like average file sizes and quality of paper. It is the level of care we put into scanning your documents, that enables us to do things like identifying and return very poor quality documents to you.

This service allows you to make informed decisions on what to do with a bad page without discovering it 3 months later once the originals are shredded. It is this level of care we put into our service that sets us apart from other bureaux.

ISO 9001 Quality

Working with confidential client data is a large responsibility for any service provider.

That is why we take every opportunity to work to the highest standards available. ISO9001 Quality Management Systems is an internationally recognised standard of working practice. It reassures clients that your supplier’s services are of the best possible standard.

So it is no surprise that Datatron is keen to up hold the ISO9001 standard. Both the ISO9001 and the BS 10008 have similar qualities so they both complement each other in providing customer reassurance and best practice. A copy of our quality policy statement can be downloaded from our customer login area on this website.

ISO 14001 Environmental

Datatron Document Image Archiving Limited recognises that its activities impact upon the environment both through its internal operations and through its influences and effects on the wider community.

It acknowledges a responsibility for, and a commitment to, protection of the environment (i.e. pollution prevention) at all levels.

We will comply fully with environmental legislation as well as the requirements of Interested Parties and in addition are committed to continued efforts to: –

• Promote environmental policies and practices in all of its client organisations.
• Increase awareness of environmental responsibilities among all employees.
• Minimise waste and harmful impact, and develop and operate environmentally sound waste management procedures,
• Promote a purchasing policy that will give preference, as far as practicable to those products and services that cause the least harm to the environment.
• Avoid wherever practical the use of environmentally damaging substances, materials and processes.
• Promote the efficient use of energy and water among both employees and clients

Promoting a culture of continuous improvement based upon the company’s stated objectives and the BS 14001 standard.

ISO 27001 Security

The security of your electronic and hard copy data is of paramount importance to Datatron, for this reason, we have created processes and procedures which are audited to the International Standard for Information Security Management Systems.

This system covers every area of our business from transportation and storage to personnel and electronic data management. This standard gives you the peace of mind that you are working with a professional and secure bureau service.

BS 10008 Legal

The use of Electronically Filed Documents is the most effective & controllable document management solution on the market today. Businesses are adopting this system, archiving paper documentation for future retrieval and instant access.

As many documents are kept not just for reference but also for legal reasons, the document owner must be sure that their scanned documents can be found easily, reproduced clearly, and more importantly be legally admissible in a court if it were ever required. For this reason, the British Standards Institution technical committee, in amalgamation with various other bodies, constructed the document entitled“Code of Practice for Legal Admissibility of Information Stored on Electronic Document Management Systems”, the reference for this document being BSI Disc PD0008 back in 1996.

Since then the code has been further developed and is now entitled“Code of Practice for the Legal Admissibility and Evidential Weight of Information Stored Electronically”, the new reference being BS 10008:2008.

The code of practice details the procedures a company must undertake, in order to conform to the standard. It covers all aspects of the imaging process, from the initial planning to the on going security of the finished data. As a bureau service for Document Management, it is the duty of Datatron to adopt and implement any standard relevant to the security of the customers' documentation.

As recommended by BSI, any business using an Electronic Filing System should implement BS 10008 in the process of producing any scanned data. Using the standard will create an “audit trail”; this trail is what you may need to produce in court should it be required.

If a copy of a document is produced in litigation and the content of that document is disputed, the audit trail produced, coupled with our detailed procedures, would provide the evidence required to make your document legally admissible. This will demonstrate to the court the following:

• When the document was selected for scanning. Who selected the document for scanning.
• Who authorised the document to be scanned. Who scanned the document.
• When was the document scanned. Where was the document scanned.
• When was the electronic document delivered to the document owner.
• Who received the electronic document. Who checked the document had been scanned.
• Who checked the quality and accuracy of the scanned images.
• When was the original document authorised for destruction. When was the original document destroyed.
• Who destroyed the document. When was the electronic copy deleted from the bureau system.

This information is catalogued for you by Datatron and must be kept safe, along with any discs or archive media that has been produced by us on behalf of the customer. It may also be a requirement for our procedure document to be incorporated into customers existing quality control procedures. For this purpose, this document should be referred to as the"User Manual for BSI Code of Practice BS 10008"and can be downloaded in PDF format in the customer login area of our website.