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Manpower Outsourcing Services: -
EDMS will comprehensive Manpower Outsourcing Services where the basic activities of
information management, segregation, sorting, indexing and data entry will be taken care of by a
team of professionals deputed by EDMS at the cleint’s premises. The professional will be deputed on
a monthly basis for a minimum of 12 months, during this time the professionals would take care of
and would be responsible for maintaining and managing the storage premises of the Client. They
would also retrieve and refile the records and keep a track of the entire systems and the outflow and
inflow of information.
EDMS Recommendations on Infrastructure set up at Clients Storage Facility
The following recommendations can either fully or partly can be implemented at the proposed
Clients Storage Premises and for that EDMS can give consultancy at any level.
Security
To ensure additional protection and security to the records and information is storage, we suggest
the implementation of the following security measures:-
- Procurement & Installation of a access control system
An access control unit situated at the entrance of the record room will ensure that access to
information is limited to pre-designated employees only. This ensures that all activities
performed within the records room are carried out by authorized employees only.
- Appoint registered security guard force
The security guard force can be outsourced to a registered guard force and a minimum of
two guards would be required at night while the day shift will be manned by one guard. This
ensures that the facility is guarded on a 24x7 basis and all movement of material can be
tracked by the onsite security.
Safety
To ensure additional protection and security to the records and information is storage, we suggest
the implementation of the following security measures:-
- Procurement & Installation of a CCTV monitoring system
A CCTV monitoring system is required to be installed in the record room and also at other
strategic locations around the facility. The video footage will be reviewed on a daily basis
and can be reviewed during on-site audits
- Procurement & Installation of a Fire Extinguishers and smoke detection system
Fire extinguishers of ABC, Co2 and Water Based will be required at the site, and smoke
detection system is required to ensure timely detection. This system would be installed in
the aisles with the main monitoring unit situated in the security cabin.
- Appoint pest control agency
A certified pest control agency is required to provide protection from pests and provide
general disinfestations treatment on a regular basis.
Infrastructure
To ensure additional protection and security to the records and information is storage, we suggest
the implementation of the following security measures:-
- Procurement & Installation of software to manage the day to day activity
EDMS has its own inward – outward software developed for managing the day to day
activities along with the barcode scanners machine to track and manage information on a
barcode based tracking system. It has all the features required to manage the records.
- Procurement & installation of slotted angle racking
The current open system of storage must be changed to a carton based system as this
increases security, while providing better space utilization and ensures preservation of
documents. The implementation of the carton based storage system will ensure a drastic
reduction in the space utilized as well as increase the capacity of the current area.