All You Need to Know About Records Management: Frequently Asked Questions
Managing records effectively is essential for compliance, security, and operational efficiency — but it can raise a lot of questions. In this blog, we answer the most frequently asked questions about records management to help you navigate everything from document retention and secure storage to shredding and digital archiving. Whether you’re new to records management or looking to refine your current processes, these insights will help you make informed decisions and stay compliant. At Scietech Records Management, we’re here to make complex requirements simpler, so you can focus on running your business with confidence.
How quickly are documents shredded after being received?
At Scietech, we understand that timely destruction of sensitive documents is essential. That’s why we shred most documents within 48 working hours of receipt. Using a high-security level 4 industrial shredder, we ensure that the shredded material is impossible to reconstruct, helping our clients stay compliant with data protection regulations and internal policies.
What materials do you recycle as part of your shredding and disposal service?
We are committed to environmentally responsible operations. All shredded paper is collected and sent to paper manufacturers for recycling. In addition to paper, we also recycle folders, cardboard packaging, and other related materials that often accompany document storage. This approach helps reduce landfill waste and supports a more sustainable future for our clients and our business.
Do you offer hard drive destruction, and how secure is the process?
Yes, we offer professional hard drive destruction services using specialist machinery that physically crushes the drives. This method ensures total destruction of the internal components, leaving no possibility of data recovery. Unlike magnetic wiping (or degaussing), which can be unreliable if not done properly, our approach guarantees complete and permanent data erasure. We also recycle the remaining metal components and send any non-recyclable parts to authorised government disposal centres.
Why is book scanning different from standard document scanning?
Our scanning room is equipped with a high-speed book scanner designed specifically to eliminate the curve distortion caused by book spines. This means that even bound materials, such as books or ledgers, can be scanned into clean, flat digital images without shadowing or warping. The result is clearer, more accurate digital files, especially valuable for archiving legal, academic, or historical documents.
How secure is your document storage facility?
All documents are stored on-site in our secure workshop, which is monitored by 24/7 CCTV. Each file or box is assigned a unique ID number, allowing us to maintain full visibility over its location and retrieval status at all times. This ensures a high level of traceability and accountability, giving clients peace of mind that their documents are protected from loss or unauthorised access.
What are the benefits of outsourcing records management to Scietech?
Partnering with Scietech allows organisations to streamline their document management, reduce office space requirements, and maintain compliance with retention and privacy regulations. Instead of relying on in-house shredders or ad-hoc filing systems, clients can access a complete solution that covers storage, scanning, secure shredding, and media destruction, all delivered by a trusted provider with decades of experience.
What happens to the leftover components from hard drive destruction?
After physical destruction, all remaining metal parts are sorted and recycled. Any material that cannot be recycled is disposed of responsibly via government-authorised waste centres. Scietech covers the full cost of secure disposal, ensuring that clients meet their compliance obligations without added complexity.
What types of documents can be scanned by Scietech?
Scietech is equipped to scan a wide range of document types including loose sheets, bound books, technical drawings, contracts, forms, and archived records. Whether the documents are for legal, financial, medical, or operational purposes, our team can convert them into clear, high quality digital formats suitable for electronic filing systems or secure cloud storage.
How should documents be prepared before sending them to Scietech for shredding?
We aim to make the shredding process as easy as possible for clients. Documents do not need to be removed from folders, envelopes, or bound files unless otherwise specified. However, we recommend that clients remove large metal clips or binders in advance, where feasible. Our team is always available to provide guidance on preparation and can even assist on-site if needed.
Is there a minimum or maximum quantity of documents that Scietech will accept?
We cater to organisations of all sizes and accept both small and large volume jobs. Whether you are looking to scan a few hundred files or securely dispose of hundreds of archive boxes, we are equipped to handle your needs. There is no strict minimum, and we are happy to discuss tailored options based on your specific requirements.
What happens to boxes, folders, and other storage materials during the shredding process?
In most cases, documents arrive in folders, cardboard boxes, or wallets. All of these materials are separated and recycled wherever possible. We recycle cardboard and paper-based packaging materials alongside the shredded paper itself, helping clients meet sustainability goals and reduce waste.
Can I access my stored documents urgently if needed?
Yes, Scietech offers a responsive document retrieval service for clients who need access to stored records on short notice. Each file is logged with a unique ID number which allows us to locate and retrieve it quickly. If required, we can also scan and deliver digital copies securely to your team, reducing the need to wait for physical deliveries.
Do you provide collection and delivery services for documents?
Yes, we offer a collection and return service to make the process more convenient. Whether you are sending documents for scanning, shredding, or storage, we can arrange to collect them directly from your premises. Once the job is complete, any requested documents can be returned securely, or shredded as per your instructions.