Cloud Based Records Management Solution – (RM Bridge)

The Hill Company is the world's first certified RM Bridge compliant record management company. Using O'Neils RS Connector product which connects The Hill Company RSSQL database to O'Neils sister company O'Neils Datatech RM Bridge product. The RM Bridge as it sounds is the bridge between the offsite provider and the client. It is secure software hosted within Amazon EC2 cloud which is constantly synchronising client specific data between client and provider which means the client's own software is displaying the current status of the item.

The software at the client premises can link into products like Elite, Legal Key, Interwoven and pull the necessary data like fee earners, client names etc.

cloud-image

Links to O'Neils, O'Neils datatech

The Hill Company values stem from the family business ethos of 'can do, will do'. The Hill Company do not accept anything less than 100% in delivering a service. To this end we uphold our business ethos of

"Right item... First time... On time...  Every time"

operational-valuesWe demonstrate our integrity and passion for the business in the following way:

  • 24/7 access to your data.
  • Managed by family members with a successful track record with many years of dedicated service within the records management industry
  • No members of staff, all our extended family
  • Open door policy to the Managing Director
  • Dedicated experienced Relationship Manager for each customer
  • Customer focused, friendly & caring.
  • No customer too large or too small
  • We are proud to be ISO 9001 / ISO14001 Accredited

The Hill Company provide transparency in all aspects of their service. This is never more exemplified than in the online reporting facility. Customers can access online reports that detail and determine The Hill Company's success and ability in delivering a service.

Customers can access reports that provide valuable information that enables them to manage their archives from their desktops. The ability of our system to produce periodic destruction reports facilitates the management and consolidation of existing stored material, thereby keeping our customer's expenditure to a minimum.

All reports relating to The Hill Company service are available 24 hours per day via our online service.

However, The Hill Company supply the following reports as standard on a monthly basis;

  • An inventory of the total number of boxes stored within our facility
  • A list of all new additions
  • Numbers of standard retrievals.
  • Number of emergency retrievals.
  • Number of returns.
  • Number of flat - packs ordered
  • Number of permanent withdrawals
  • Number of destroyed boxes.
  • Number of boxes showing as ''out'' (being held on client's premises) on the system.
  • Boxes due for destruction.
  • Key performance indicators demonstrating The Hill Company level of success in providing a service.
  • Non – compliance by The Hill Company or the client.

Additional reports requested by the customer are e-mailed within 24 hours of receipt of request.

All deliveries and collections are carried out by The Hill Company drivers in our fully owned fleet of vehicles. Each driver is equipped with a hands free telephone in order maintain contact and status of a delivery. All of our vehicles are equipped with a Masternaut vehicle tracking system. Customers that have been allocated dedicated drivers and vans are provided with access to the Masternaut tracking system so that they can track the whereabouts of their own deliveries.

Deliveries and/or collections can either be made to desk, loading bay or reception etc.

London Within M25 (Including City,Central and West End)

Edinburgh & Glasgow

  • Order by 11:00am for delivery the same day by 5:00pm
  • Order by 5:00pm for delivery the next working day by 12:00pm
  • Emergency retrieval service within 2/3 hours

London Outside M25

Bristol, Birmingham, Manchester & Leeds

  • Order by 4:00pm for delivery the next working day.

Deep Storage Business Records Service

  • Scan back within 24 hours of request.
  • Delivery within 48 hours of request.

Scheduled Daily Service

We can also provide clients with scheduled daily delivery/collections by arrangement.

"The Hill Company provide up to 8 scheduled deliveries per day to some of our most active customers"

Box Supply

The Hill Company supply a complete range of quality archiving boxes at extremely competitive prices. Visit our online shop at www.thcshop.co.uk for sizes and prices.

Boxes can be over printed with your company name or logo at an extra cost. Small print runs available.

Crate Supply

The Hill Company are a Linpac partner stockist and can supply a complete range of quality plastic crates including Allibins (small part picking containers), Eurostackers, Maxinest and Attached Lid ranges at extremely competitive prices. Visit our online shop at www.linpacshop.co.uk for sizes and prices.

Crates can be over printed with your company name or logo at an extra cost.

Crate Hire

Complete range of standard lidded, metre long and computer crates available for office removal available at competitive prices Visit our online shop at www.thcshop.co.uk

Barcoding

Customised barcodes can be supplied to be compatible with customer's existing numbering system.

Invoicing

Storage and movements can be billed under individual cost centres, departments or fee earner. Invoicing can be sent via email or are available to download from our website.

Track and Trace from point of order

The O'Neil RSSQL system provides a full track and trace facility that enables us to locate the exact whereabouts of any of our client's items.

Clients may place requests by any of the following methods;

  • Telephone
  • Fax
  • E-mail
  • Citrix link into RSSQL
  • Web – RS Web
  • Cloud - RS Connector
  • Smartphone - App

Orders received by telephone, fax and e-mail are entered into the RSSQL system by a member of The Hill Company staff.

Orders received via the web, cloud or smartphone are converted in to a work order by The Hill Company staff. Orders placed directly on to our system via citrix are just updated. Thereafter, customers may monitor the progress and status of each order via this mechanism.

workflowRequest

In each instance once the work order has been generated, a picklist is sent via wireless to a pocket pc within the facilities. The pick list includes details relating to the location of each individual item, which is broken down to floor, row , shelf and exact position within a shelf of that particular item. Thereon, the item is scanned from the shelf to a temporary holding area prior to dispatch.

As soon as each work order has been printed it is passed to the supervisor, who prioritises and schedules the deliveries and collections. Work orders are grouped into individual vehicle routes and assigned to the relevant driver.

Delivery

The item is then scanned from the temporary holding area to a vehicle, which enables the driver to check that he has all the correct items. On delivery the item is scanned again from the vehicle to the recipient who signs a copy of the work order and the screen of the pocket pc to confirm receipt of the item. The driver then prints a list of all items delivered via belt printer linked to the pocket pc in order to provide the client with a hard copy record of the activity. An option of an email receipt is possible of the delivery/collection just carried out. Each time the barcode is scanned, the pocket pc electronically verifies that the correct item is being scanned in relation to the relevant work order. An identical process is then repeated for all returned items.

Before the driver leaves your premises they will upload the items delivered or collected via GPRS so the correct status of the item is always sitting on our RSSQL database.

Collections

Collections are made within 24 hours of notification and are free when co-ordinated with a delivery.
Items are placed in a holding area within the facilities for immediate retrieval and re-filed within 24 hours.

Access to new/returned items

All items are immediately retrievable once they leave your offices due to our track and trace system and our drivers uploading their information as they carry out their daily work. This combined with all our vehicles being fitted with a tracking system means that at any one time we know the whereabouts of all your items.

relocation graphic

The relocation of a customer's records is perhaps the most critical phase in the setting up of any new document storage contract. The Hill Company always carry out this process to an exacting standard in order to ensure the smooth operation of a new account thereafter. Our experience within this industry has enabled us to define a procedure that caters for every eventuality or potential difficulty that we may face when liaising with third party providers.

We provide the following resources on any new relocation;

  • Fully managed service throughout the transfer.
  • Free relocation from existing storage provider.
  • Reimbursement of permanent withdrawal costs
  • Splitting of boxes into live and deep storage at point of receipt allowing immediate cost savings.
  • Dedicated relocation manager.
  • Experienced relocation team.
  • A full retrieval service throughout the relocation period including collection from your existing provider.
  • Implementation/project plan.
  • Free box audit and electronic comparison.
  • Box contents audit available (quotations available on request).
  • Regular reporting and meetings throughout relocation period with live online access.

Cloud Based Records Management Solution – (RM Bridge)

The Hill Company is the world's first certified RM Bridge compliant record management company. Using O'Neils RS Connector product which connects The Hill Company RSSQL database to O'Neils sister company O'Neils Datatech RM Bridge product. The RM Bridge as it sounds is the bridge between the offsite provider and the client. It is secure software hosted within Amazon EC2 cloud which is constantly synchronising client specific data between client and provider which means the client's own software is displaying the current status of the item.

The software at the client premises can link into products like Elite, Legal Key, Interwoven and pull the necessary data like fee earners, client names etc.

cloud-image

Links to O'Neils, O'Neils datatech

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Business Head Office Details

The Hill Company Limited
Solus 31, Motherwell Way
West Thurrock
Essex
RM20 3LB

+44 (0)845 230 7575

Accreditations

THC Accreditations

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