Joy Global (UK) Limited

We were approached in September 2022, to support Joy with the relocation of its Worcester site in St John’s. They were downsizing operations as part of nationwide efficiency savings to help maximise performance.

The move to a smaller facility in nearby Nunnery Wood meant they needed to outsource records management.

Essentially, they were looking for a provider with an off-site secure storage facility that could provide a quick retrieval service and scan-on-demand. Joy also needed a solution to manage records past their retention period.

With a 12-month deadline and limited resources to complete the project, this was a challenging task, with a huge volume of paperwork spread across multiple areas to collate and review.

At Chaffinch we have extensive experience supporting large multisite organisations, like Joy, with its data and document management requirements.

Our first step was to complete a site visit at St John’s Worcester to determine exactly what was required. We estimated that Joy had 2,000 boxes worth of business documents stored in filing cabinets and other containers across the basement, warehouse, and office spaces.

Based on this we proposed to:

• Destroy records that had passed the required retention period,
• Store documents nearing the retention expiry date or newer records the customer is unlikely to need to retrieve off-site at Chaffinch HQ,
• Digitise the paperwork Joy required easy access to.

• Our first job was to supply the various customer departments with new archive boxes for filing and labelling documents for storage or scanning.
• In the six months that followed, we completed 12 site visits, sending two vehicles and at least two members of staff to collect the new boxes Joy had prepared for us, plus the documents for destruction.
• Of the 2,000+ boxes worth of paper, 90% was for shredding and emptied into lockable wheelie bins or put on pallets to transport. The shredding alone amounted to over 30 tons of paper that we compressed into bales and sent to a UK paper mill for recycling.
• We processed all items at Chaffinch HQ, shredding the designated documents designated for destruction within one working day of collection and shelving boxes for storage the same day.
• To make the solution as cost-effective as possible for Joy, we agreed that digitisation of all but a small number of boxes (that we scanned immediately following collection) would take place either at Chaffinch HQ or post-redelivery to the new Worcester site.

Joy was able to leave their St John’s site, knowing its data was in safe hands and they were fully compliant with GDPR.

Outsourcing its records management to us means Joy will benefit from improved productivity by allowing employees to focus on their own specialisms rather than document management, with confidence that our off-site storage system and digitisation service allow for quick retrieval of important documents.

Joy has also eliminated costs associated with storing documents on-site and has increased flexibility to scale its records management needs up or down based on its changing business requirements.

As a result of this project’s success, which was delivered on time and within budget, has led to the award of a regular shredding contract at Nunnery Wood as well as an invitation to quote for another scanning, destruction, and storage project in Manchester.