9 - 11 November 2000

Sorting out your paperwork

A new and unique concept is being introduced in Malta – document storage and records management. Gordon Foster and Peter Finlayson, directors of DMI (malta)Ltd spoke to David Kelleher about the new concept and their plans

The introduction of modern technology and the widespread usage of computers led many to believe that the era of the ‘paper-less’ office had begun. However, technology has not led to a paper-less world, just the opposite in fact. Very few companies have the space or the resources to store and manage their records, with the risk that as time goes by records are lost or forgotten.
On the other hand, international requirements mean that companies are legally obliged to store records for longer than ever. In the UK, for example, medical records have to be kept for 25 years after the person’s death! Where do you keep those records, which, at the same time, are easily accessible even after 15 years? The cost of storing these records can be huge apart from the resources wasted to file and keep track of the documents.
A new and unique concept to Malta and Gozo has been introduced by data management specialists DMI (malta) Ltd. This company, which began operations in September, is dedicated to providing a professional information management service.
“We provide professional archiveing solutions, a concept which is unique to Malta. With the law saying that certain documents have to be kept for a minimum of 10 years, we are able to provide a storage and management service solution to our clients,” Gordon Foster, told The Malta Business Weekly.
“Very few companies in Malta have archiving facilities and we can provide them with a solution. If the client has adequate storage space we will organise and manage his documentation on site – either from scratch or else by improving the existing systems,” he added.
“On the other hand, if the client does not have the space we will take away their documents and store them in our secure facility for as long as they need,” Mr Foster explained.
DMI (malta)Ltd’s facility can store up to in excess of 30,000 A4 sized boxes, the equivalent to over 200,000 or 180,000 A4 files!
The company firmly believes in security and protecting their clients’ records. DMI (malta) Ltd has left no stone unturned to ensure privacy, security and confidentiality.
“Our modern facility is centrally located within the island. There are specialised systems to ensure records are kept in dry, vermin-proof conditions. We maintain the highest levels of security, including closed circuit TV systems, 24-hour fire and intruder alarms, as well as other state-of-the-art security features,” Peter Finlayson explained.
So much so, that even their clients are discouraged from going to the facility.
“If they insist circumstances demand their presence on site, then they have to sign a confidentiality agreement not to disclose details of the location or type of facility we operate from,” Mr Foster told The Malta Business Weekly.
Mr Foster and Mr Finlayson have over 25 years’ experience within the industry, both in the UK and Australia. They have developed a seven-year plan and this also includes further expansion in the region.
“Malta is in a strategic position and our plans include further expansion within the next few years. Here in Malta we want to educate the business community that DMI (malta) Ltd is required. Every company will have to draw a line at some point and we are telling them that the material they no longer look at can be handed over to us for safe-keeping,” Mr Foster said.

What happens to the material at DMI (malta) Ltd?
All individual files and boxes are catalogued and the information stored on their database system, and inputted according to the clients’ needs. If a client requires a particular document, this can then be delivered within a very short time frame.
“Clients have access to their documents day or night, 24 hours a day, 365 days of the year. They can either send a fax or email requesting our operations centre to deliver that document. After the necessary security checks are carried out, the requested material can be delivered within two hours of the initial request,” Mr Finlayson said.
In addition, a fax or scanned image of the data can also be sent within minutes over via the phone or email.
“DMI (malta) Ltd, can also provide a Certified Confidential Destruction Service. This service enables the client to allow DMI(malta)Ltd to confidentially destroy sensitive information no longer required by its clients.
The company is also an environmentally-friendly organisation and any destruction of records will take place subject to stringent quality control and in accordance with local government waste and pollution law. Clients will also receive a certified copy of destruction,” Mr Foster said.
DMI (malta) Ltd, has also generated a considerable amount of business for the local economy and also expects to recruit a number of local employees within the coming months.
“We have invested a substantial amount of money in Malta and there is a good possibility that we will create new employment opportunities here. We are also focusing on Malta’s future in the European Union and realise the need for the local business community to understand the importance of the service we provide. Above all, we are here to lead the way forward in Records Management, constantly striving to be number one,” Mr Foster said.