COVID-19 UPDATE

25th March 2020
First and foremost, we are working hard to continue to keep our team members, clients, vendors plus our greater community and families safe and well informed during this world-wide crisis.  This communication is to inform you that we are operating as usual along with some new safety protocols in place while introducing you to a couple of new options you may need or wish to utilize.

We have augmented and enacted various components of our business continuity plans as we navigate the rapidly evolving and incredibly fluid COVID-19 global pandemic.

We have stopped travel, face-to-face meetings and visitors to our Records Centres. We have introduced a working from home process for applicable team members, and we look forward to continually supporting your needs.

Records Management Centres remain operational:

  • All Records Management Centres around Australia remain open and operational with some shift changes to assist in social distancing.
  • As a new precautionary protocol measure, we have introduced a 24 hour quarantine before we process standard incoming items. This may result in a small delay on cataloguing. If an item is urgent and essential, we have a procedure for handling these items to retrieve and process as required on a rush turn around basis.
  • Plastic tubs (where applicable) will no longer be used, and these will replaced with ZircoDATA boxes at no additional cost to you.
  • You may choose to delay any lodgement, refile or destruction requests to a more suitable date if you wish.
  • If you are awaiting any work orders to be delivered or picked up, and your business address is now closed, please contact us immediately to change the work order location or date.

Scanning and Digital Services:

  • In an effort to reduce person to person contact and assist in social distancing, we are prepared to securely scan your files to you while creating legally archived digital documents. These digital copies will be maintained on a secure web-based repository.  You can scan only what you need with on-demand services and then access your documents from your web browser.
  • If this is not already set up on your account, please talk to your Account Manager about Scan on Demand or similar options, or email services@zircodata.com.au
  • Retrieving items via Scan on Demand may be a viable option for your business to reduce movement of physical items.
  • This is also suitable if your business address is closed, or if you have Team Members working remotely.

Pick up from ZircoDATA premises:

  • If you choose to organise your own transport to pick up items from ZircoDATA premises, rather than have us deliver it to your business or home, please let us know.
  • Additional verification steps will need to be taken to ensure the items are being collected to by authorised contacts.

Deliveries to personal or alternate addresses:

  • In extraordinary circumstances we understand you may require items delivered to your Team Member’s personal address, or addresses which are not already linked to your account.
  • Additional verification steps will need to be taken to ensure the items are being delivered to the correct location, and to the authorised contact.
  • If this is essential to your business, please contact your Account Manager or email services@zircodata.com.au to discuss these options.

We’re reminding everyone to follow guidance from the government and public health authorities, and we will post further updates to our website to keep you and your teams informed – https://www.zircodata.com.au/

Thank you for understanding and helping to keep each other safe as we navigate these times together.

As always, if there is anything else ZircoDATA can do to support your business, please get in touch with your Account Manager, or email services@zircodata.com.au or call 13ZIRCO (13 94 72). We are here to help.

COVID-19 UPDATE

18th March 2020
The safety and well-being of all our Team Members and Clients is always our priority. ZircoDATA is closely monitoring the COVID-19 (coronavirus disease 2019) situation through the various official channels available, namely the Department of Health, World Health Organization and other health service resources.

Helping you access what you need:

  • All ZircoDATA Records Management Centres remain operational at this point in time.
  • As we navigate our way through these times, there may be some delays in fulfilling your lodgement, retrieval or destruction orders, and projects. These are extraordinary circumstances, and we are committed to keeping you informed as things change.
  • There may also be some delays in us answering your calls or returning voicemails. The most effective way to contact us is by using services@zircodata.com.au
  • The ZircoBridge portal is still the most efficient way to place any orders.

Giving you options:

  • Retrieving items via Scan on Demand may be a viable option for your business. If this is not already set up on your account, please talk to your Account Manager about Scan on Demand or similar options.
  • If you are lodging new physical items, returning retrieved items, or requesting for items to be destroyed, you may choose to delay this until a later date.
  • If you are awaiting any work orders to be delivered or picked up, and your business address is now closed, please contact us immediately to change the work order date.

We have implemented the following precautionary measures:

  • Established a steering committee to regularly assess, monitor and control the risks and potential impacts of COVID-19 on our Team Members, Clients and Business.
  • Informed all Team Members of the requirement to comply with medical and government advice, and managers have been briefed on how to handle any cases or potential cases in conjunction with legal and HR guidance.
  • If a Team Member becomes unfit for work due to COVID-19, we will invoke our Pandemic Plan immediately which will be managed by our Crisis Management Team.

Other advice:

Thank you for understanding and helping to keep each other safe as we navigate these times together.

As always, if you need anything or have any further concerns, please get in touch with us at services@zircodata.com.au or call 13ZIRCO (13 94 72), or contact your Account Manager.

COVID-19 UPDATE

16th March 2020

ZircoDATA is closely monitoring developments relating to COVID-19 (“coronavirus disease 2019”) through the various official channels available including the government and health service resources.

We have implemented the following precautionary measures to minimise the impact on our business:

  • We have established a steering committee to assess, monitor and control the risks and potential impacts of COVID-19 on our Team Members, clients and business.
  • The steering committee is continually monitoring the status within Australia and worldwide developments of COVID-19.
  • We are raising Team Member awareness of cyber-attacks in light of the increased risk of criminals exploiting the coronavirus to obtain sensitive personal information.
  • We have reviewed our Pandemic Plan and our Business Continuity plans to ensure that they are up to date and fit for purpose so that we can continue to deliver our critical services in the event that a pandemic is declared or that a large number of our Team Members are affected by COVID-19 and unable to work.
  • Team Members have been informed of the requirement to comply with medical and government advice in relation to COVID-19. Managers have been briefed on how to handle any cases or potential cases in conjunction with legal and HR guidance.
  • If multiple Team Members become unfit for work due to COVID-19, we will invoke our Pandemic Plan immediately which will be managed by our Crisis Management Team.
  • If we are unable to provide our normal services to clients, or we expect our services to be disrupted, we will communicate this to our clients as soon as we become aware and we will agree the safest and most appropriate course of action to service their account.
  • We have restricted all visitors and site tours to our record centers until further notice.
  • We have restricted face to face meetings with clients until further notice.
  • We have placed a ban on all business-related travel (nationally and internationally).
  • Team members conducting personal travel to high or moderate risk countries in accordance with the Australia Governments Department of Health Guidelines to self-isolate for 14 days upon their return.
  • We have initiated social distancing within our record centers and ceased all group related gatherings.
  • We have instructed team members who are capable or working from home to do so and this will be reviewed on a week by week basis by the steering committee and communicated accordingly.

Additional information in relation to COVID-19 can be found by contacting the local health authority https://www.health.gov.au/news/health-alerts/novel-coronavirus-2019-ncov-health-alert