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.