Grace Information Management Blog

Purpose-Built Storage

The Business

The Novotel at Sydney Olympic Park Hotel (Novotel OP) is a 177 room, 4.5 star rated hotel of the Accor Hotels Group. Located in the heart of the Sydney Olympic precinct, it is ideal for those wanting to attend the various sporting and entertainment events which take place at ANZ Stadium, Allphones Arena, the Showground and Aquatic Centre all year round. It also has easy access to Olympic Park Station with easy access to the Sydney CBD.

The Challenge

Like many organisations, the Novotel OP did not have a purpose-built facility for storing all of its business records, such as personnel and financial documents. This is understandable as a purpose-built area requires temperature controls, a dust free environment and other environmental considerations. When this is not your core business, it is difficult to justify, such an expense. The Novotel OP had a designated storage area but due to environmental conditions, a number of boxes and their contents were damaged. As the documents were subject to retention legislation, another alternative had to be found.

The Solution

Grace Information & Records Management (GIRM) have a Preferred Supplier Agreement with the Accor Hotels Group. This arrangement was achieved in 2009 when GIRM was the successful tenderer for the business.
The first task for GIRM was to assess the condition of all the boxes and their contents to determine whether they should be kept or go to immediate secure destruction.
Dates were also checked as, given the nature of the documents, anything pre-2007 could also go to secure destruction. Anything from 2008 onwards had to be kept in storage to comply with
retention regulations.
All remaining boxes to be stored were then barcoded, properly identified with a description and other key meta data. All the data was then saved electronically for Novotel OP’s records.

The Result

All documents are now in a secure, environmentally controlled storage facility.
All boxes are identified and document destruction dates have been recorded to facilitate efficient, secure destruction in compliance with retention legislation.
The Novotel has access to all of the information regarding the boxes and contents via GraceWeb, the GIRM web access tool. Through this portal, they are able to order services, check the
status of their orders and update the information associated with their items. When they require documents, these are requested via GraceWeb and delivered by Grace to the client.