Category: Records Management

UK Fuel Supply

OASIS Group Clients will have no doubt seen multiple news reports regarding the supply of fuel across the United Kingdom. With various national and international news outlets reporting on the situation, we wanted to assure our clients based in the UK that we are currently operating as usual.

Planning for fluctuations in the supply chain is a standard process we undertake as part of our business continuity plans (BCP), and although this situation is slightly out of the ordinary, we continue to service collections and deliveries whilst closely monitoring the situation.

Our Operational teams, including our Regional Fleet Managers, keep track of our fuel usage as part of our Environmental Social and Governance initiatives. This includes the monitoring, measuring and reduction of our carbon emissions.

OASIS Group are committed to responsible and sustainable growth and we are always working to minimise our impact on the environment. We continue to encourage our clients, where possible, to consider alternative options to road based deliveries, such as:

Scan on Demand services for smaller deliveries or single file requirements.
Arranging a ‘scheduled delivery day’ with our Client Care team. This allows us to cut down the number of vans in a single area during the same week.
Digitising your ‘active archive’ so that it is available online 24/7, no matter where in the world your team are working from.

These are just a few of the ways that together we can reduce our impact on the environment. If you would like to discuss these, or other options further please contact your account representative or local Client Care team.

Crown Commercial Services Records Information Management Framework

OASIS Group has been named as a supplier on Crown Commercial Services (CCS) and Yorkshire Purchasing Organisation (YPO), Framework for Records Information Management, Digital Solutions and Associated Services.

Crown Commercial Service (CCS) supports the public sector to achieve maximum commercial value when procuring common goods and services. In 2020/21 CCS helped the public sector to achieve commercial benefits equal to £2.04bn – supporting world-class public services that offer best value for taxpayers.

YPO’s vision is that every single public organisation achieves the best possible value for money when procuring its goods and services.

OASIS have been supporting the information management needs of clients across the public sector for decades. Through these relationships we understand the drive for procurement efficiencies and are committed to helping our clients achieve this through the RM6175 framework.”
Nick Knight, Chief Commercial Officer at OASIS Group

OASIS Group are registered as suppliers on four of the lots of RM6175 Records Information Management, Digital Solutions and Associated Services Framework agreement.

Detailed below you can see the services available under each lot,

Lot 1 Records Information Management Services.

Off Site Records Information Management Services.

Off Site Storage of Inactive Records.

On and/or Off Site Secure Shredding, Destruction and Disposal Services.

On and/or Off Site Combined Records Information Management Services.

Off and/or On Site Scanning Services.

Lot 2 Digital Workflow, Cloud Based Hosting Solutions.

Digital Workflow Solutions.

Cloud Based Hosting Services.

Scanning Services.

Interim Technical Resources.

Lot 3 Full Management of National Health Service (NHS) Patient Records (off site).

Clinic Preparation and Management of NHS Patient Records.

Digitisation (Scanning) of Patient Records.

Off Site Storage of Patient Records at Supplier’s site(s).

Third Party Interim Resources.

On Site Managed Services.

Shredding, Destruction and Disposal (On and/or Off site).

Lot 4 Specialist Records Management Services.

Listing.

Cataloguing.

Appraisal and Selection.

Sensitivity Review.

Record Preparation Services.

Notes to Editors.

Crown Commercial Service (CCS) is an Executive Agency of the Cabinet Office, supporting the public sector to achieve maximum commercial value when procuring common goods and services.

To find out more about CCS, visit: www.crowncommercial.gov.uk

Follow CCS on Twitter: @gov_procurement

LinkedIn: www.linkedin.com/company/2827044

How your business can make workflow automation work for you

Over the last few years more and more businesses are being encouraged to utilise automated workflow solutions to streamline processes across their organisations. Whilst the theory behind workflow automation is clear to understand, ‘to make the flow of documents, information or tasks perform independently in accordance with defined business rules’, it can be unclear where to start.

“Workflow is for big business”

Something we hear quite a lot is that “workflow is for big business”, this absolutely is not true. Whether your business has 1 employee, 1 thousand employees or 1 million employees there will always be efficiencies gained by automating certain processes.

Think about your personal life, automation is increasing on a daily basis. You likely have an automated reminder to wake-up, maybe you have an automated coffee at a set time in the morning, ice on demand or a direct debit to pay a bill. These are all examples of automation.

Automation in our personal lives lets us focus on more family time, why not let business automation allow you to focus more time on clients, employees or revenue generating activities.

How will Workflow automation work for me?

Automating workflow offers a large number of benefits to businesses, below are just a few high-level examples of how you can make workflow automation work for your business:

Reduce administration errors

By eliminating the manual process of inputting data, workflow automation reduces administrative errors. This is especially important for business-critical processes and matching data against legal or regulatory requirements.

Increase productivity

Generally, the number one reason clients contact us about implementing workflow automation is to increase productivity. For instance, using automated workflow to match and verify a PO number against an invoice will automatically trigger the next task in the process.

Collaboration and team working

An often-overlooked benefit of workflow automation is the collaboration opportunities it provides to organisations of all sizes. One such example of this is the use of workflow automation to manage mailroom processes. Mail can be routed to individuals or teams to take action, based on business rules, and comments can be attributed to specific documents to aid processing by other departments as well as providing an audit trail of who has viewed or taken action.

Real-time reporting

Workflow automation, and business process automation (BPA) in general, provides business leaders with real-time access to the status of business tasks, including opportunities for process improvements. With more precise data and projections business leaders can understand current and future business needs and income.

Identifying the need for Workflow automation

In preparation for developing workflow automation for your business there are some important steps to take:

Identify the areas of the business where workflow automation can be used to perform business tasks.
Audit your business processes to ensure they are still fit for purpose.
Involve your employees that currently perform manual tasks.
Review your business goals and objectives against potential process automations.
Decide on a pilot project. You may have identified 3, 5, 10 or 50 potential areas suitable for workflow automation but like with any project choose one area to define the process.

How do I choose the solution that works for my business?

Not all software solutions offering automated workflow will offer the same benefits or features, so it is important to consider the complexities of your current business processes.

Are you using legacy systems? If yes, does data need to be migrated or integrated with the new solution?

Do you want the ability to create your own workflows? Or are you looking for a fully managed solution with ongoing IT set-up work?

There are many complexities to automation, so make sure to choose a partner that understands your objectives and can add value to your business.

Get in touch

Are you thinking of automating your business workflow? Get in touch via our online form. Our workflow automation will send your message directly to one of our specialist advisors who will be in touch to discuss your workflow automation needs.

New Partnership Announcement: OASIS Group and Williams Medical Supplies Limited

OASIS Group, the largest privately-owned Records and Information Management (RIM) provider in Europe have today announced a strategic partnership with the UK’s leading medical supplies solution provider, Williams Medical Supplies Limited.

The two organisations, both deeply engaged with Primary Healthcare professionals, are proud to announce a new partnership designed to enhance both organisations’ ability to deliver world-class services to the UK Primary Healthcare sector.

This partnership announces Williams Medical Supplies Limited as an approved reseller of noteSpace, the Lloyd George records management solution from Niche Health, an OASIS Group company.

“Through our noteSpace solution we have been helping GP Practices across the UK manage both the cost and space associated with Lloyd George files and paper medical records since 2011.” Said Nicholas Knight, Chief Commercial Officer at OASIS Group “This year in particular we have seen an upturn in the need to clear valuable space in GP Surgeries and other medical facilities.”
Nicholas Knight, Chief Commercial Officer at OASIS Group

“Williams Medical believe our partnership with OASIS Group, in supporting the management of medical records, is a unique proposition for our Healthcare customers. We understand that Practice Managers are under immense pressure to manage budgets and the noteSpace solution has a proven track record in controlling spend for GP Practices”
Hugh Hamer, Managing Director of Williams Medical Supplies

About OASIS Group

OASIS Group have been providing clients with secure records and information management solutions since 1999. Established in Dublin, Ireland, OASIS has since expanded internationally and are currently operating across 6 European countries, employing over 1,700 Team Members and servicing over 10,000 clients. Brands within the OASIS Group include OASIS, ArchiDoc and Niche Health. www.OASISGroup.com

About Williams Medical Supplies

With a heritage dating back more than 30 years, Williams Medical Supplies is the UK’s largest, most knowledgeable and trusted supplier of disposables, equipment, pharmaceuticals and medical services into Primary Care. Recognised by our customers and partners as industry experts and a provider of exemplary service.

GDPR and the Home Office

Following the two year anniversary of the General Data Protection Regulations (GDPR), we find ourselves in a very different environment than May 2018. The recent pandemic has caused an unprecedented shift in our working environments, resulting in the highest number of people working from home in history.

As we learn to navigate our new environments, the timing of the GDPR anniversary is a reminder for us all to review our new working practices against GDPR articles and best practice. Organisations appear more vulnerable than ever before with data breach exposure. Rightly so, focus over the last two months has been on Team Members (employees), infrastructure and survival. And Internet criminals use the current situation to collect sensitive data. This makes it necessary to give information security a top priority.

The creation of access to data to support the new remote working infrastructure has also increased the risk of a breach of data. Paper documents and digital data leave the building undisturbed. Consider, for example, taking data on a USB stick that is not encrypted.

Organisations now have an increased lack of control and have a consistent struggle with the challenge of protecting sensitive data. So where are the immediate current dangers?

Personal Devices

In the panic of the lockdown, many organisations did not have the time or capacity to set their Team Members up with company-owned devices. Many are working off personal laptops & tablets.

Personal devices are often not properly secured and data is often not encrypted. Ask yourself:

Who has access to these devices?
Is there protection against malware?
When was the last operating system update run on the device?
What levels of password security are in place?
Are employees encrypting or pseudonymising data before it is transferred?

Working Hours

With Team Members working remotely while juggling families more and more will be working flexible hours, many of these will not be the regular office hours. These irregular hours must be supported. Ask yourself:

Do you have an emergency response to a data breach that can be accessed 24 hours a day, seven days a week?
How is your organisation notified of a data breach that occurs at 11 pm or 2 am?
How do you shut down a network with so many remote workers?

Data protection policy & training

It is advisable to find out whether the data protection policy should be adapted to the new working environment. Ask yourself:

How are you relaying these changes to Team Members and additionally has each Team Member had training in the new data protection policy changes?
Is your working from home policy in line with your data protection policy?
Are you investing time in boosting your employees GDPR expertise?
How are you handling IT security training within the remote community of your organisation?

Next week the OASIS Group will be publishing an updated GDPR toolkit for the new working environment. A checklist to help your organisation visit issues raised above and place together an overview of where you are at in the evolution of GDPR in our new working environment.

Can AI put the human back in ‘HR’?

When AI was first introduced there were talks of the bots taking away jobs however they have shown, especially in the case of HR professionals, that rather than take away they are providing the ability to focus on the more important tasks associated with this profession.

As advances in technology continue to make AI more accessible throughout all aspects of our lives it is making the modern-day workplace virtually unrecognizable. With electronic personal assistants in our phones available 24/7 to answer those burning questions we are now at a point where we can actively manage our workload by prioritising what needs ‘human interaction’ and what can be put in the ‘hands’ of AI.

Freeing HR professionals to focus on the ‘human’ touch-points such as;

Managing complex employee relations
Developing HR policy and procedures
Managing talent and succession planning
Supporting the recruitment process

Approximately 50% of an HR department’s labour time is spent dealing with administration, which involves finding, sorting and processing paper and digital records. Both record types come with their own challenges, whilst digital records are perceived as more readily accessible how true is this? Records are held across multiple platforms such as; email, shared drives, payroll systems and more. With so many locations to search how sure can we be of the efficiencies that digital has afforded?

Classification and Automated Processing

One way to be sure of the efficiencies is to ensure that your digital processing includes AI! The OASIS automated processing system learns about your documents and classifies them according to your organisations standards. This enables rules to be applied against specific categories of documents, allowing for not only a far more efficient search process but enabling a dynamic digital archive.

System generated reports from OASIS’ cloud based Electronic Document Management System (EDRMS) Omnidox allows you to act if specific documents are missing, such as ETW or if documents are due to expire. Giving you greater control of your archive and ensuring you comply with governmental and industry regulations.

AI aids in GDPR discovery

Omnidox offers further AI opportunities in the form of a GDPR discovery module. In the event of a subject access request (SAR) the discovery module allows authorised users to search for documents in Omnidox by the requestors name, select all matching documents and download into a single PDF file with the name bookmarked and highlighted. Furthermore, there is an option to redact all PII data.

Get in touch

To speak with one of our AI specialists complete our online form or email info@oasisgroup.com

Hybrid Document Management

Integrated Services for Hybrid Document Management

Managing paper and digital documents can be challenging, especially during the digital transformation process. And, at OASIS we understand this. We also understand that for many businesses, digital conversion of all physical archive content is simply not practical or cost-effective. Some physical records will never be needed, while others are retrieved many times over. We call it the 80:20 rule, with some 80% of archived records never leaving our document storage centres.

That is why we have developed a range of flexible and affordable integrated solutions to support hybrid document management, to help bridge the gap between paper and digital records.

Our hybrid document management solutions typically combine a variety of our services, including document storage, scanning and data capture (including scan on demand) right through to document destruction. But the real advantage of using OASIS, is our ability to be flexible to ensure you have a service tailored to suit your business’ needs, objectives and budgets.

What are my options for Hybrid Document Management?

Store your physical archive in one of our record centres across Europe and gradually digitise physical archive content over time (through agreed and scalable schedules).
Digitise your current ‘active’ records. Store your physical ‘historical’ archive in our document storage centres across Europe – use our scan on demand service for secure digital retrieval.
We can of course convert all your physical archive using our digitisation and data capture services, and store the paper originals in our secure document storage centres.

No matter where you are in your digital transformation journey we have a solution that will help your organisation to take control of managing your records.

Contact OASIS

Get in contact with one of our dedicated team to discuss the various solutions available for your organisation. Either complete our online form or email info@oasisgroup.com