The following process explains what we do. Remember that all the steps may not apply to your records. Moreover, you may choose to manage some of these activities in-house.

Step 1: Clean and sort

• Clean the records of dust and cobwebs.
• Sort out damp or wet records. Dry them and re-file if they can be salvaged.
• Sort out records that show signs of pests like termites or silverfish.
• Copy the pest-infested paper if need be and then destroy the originals.
• Segregate records as “obsolete” and “inactive”.
• Shred obsolete records.

Step 2: Pack and inventory

• Pack inactive records in boxes.
• Make an inventory of packed records.
• Note the destruction date, or the retention period, for each set of records.
• Label the boxes with barcodes.

Step 3: Transport, Store and Record

• Transport packed records to our storage facility.
• Scan the barcode on the boxes using handheld scanners.
• Place the boxes on our heavy-duty steel shelves custom-built by Godrej.
• Scan the barcode on the shelf marking the location of the box.
• Record data includes information on location of the box in the facility, destruction date, contents of box and any other details you would like us to store.

Step 4: Retrieve and Destroy

• On your request, retrieve records and deliver them to your office.
• Notify you when records are obsolete and on your instructions, shred them such that the information on the documents is no longer usable.