Collections and Retrievals

Document Collections & Retrievals

McCarthy’s offer a varied collection and a delivery service. We can offer the same day service, within 4 hours or even a 2 hour service for an urgent delivery.

The Client’s account code is selected and the Client’s box numbers for retrieval are entered onto the system, together with the delivery type required (i.e. next day, same day or urgent), a route allocation, and a “work-order” is created. The work-order is then downloaded into a hand held scanner, which shows the bar-code number of each item to be picked and it’s corresponding bar-coded rack location in the Records Centre.

The scanner is then taken to each location and the box bar-code is scanned. Once all the items on the work-order have been scanned out of store, they are placed in a holding area to await delivery.

A single vehicle on a route delivers various work-orders, and details of each item, in each work-order on the route are downloaded to a Hand held terminal. The items are then taken from the holding area and scanned onto the delivery vehicle. Any discrepancies between the boxes loaded and the route listing creates an exception report for investigation. No box will move without the “exception” been cleared. McCarthy’s own vehicles and drivers carry out deliveries. All of our delivery vehicles are equipped with cellular telephones, security alarms and immobilises.

The McCarthy’s driver will scan, using a hand held scanner the bar-code label of each box or file being delivered and produce a duplicate print out receipt for each client. These receipts are signed by both the clients staff member and McCarthy’s driver to confirm the items scanned are correct. This receipt maintains the electronic audit trail for all files and boxes.

What happens to my documents when I no longer need them?

Alongside the McCarthy’s Document Storage Service we’re proud to be able to offer a complete archive/shred/recycle package; we are excited to be adapting to a changing economy where companies downsize or declutter and use space more profitably. The documents will be shredded onsite in our baler shredder down to thumbnail size where they are then taken to be recycled into other paper products. We are ISO accredited and can provide you with certificates of destruction to prove that you have shredded your documents properly and in accordance with the data protection act.

Whether you’re a professional services firm or public sector, we can help you decide on the best document management system for you.