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We have adopted the Term Golden Thread as 'industry best practice' to mean all property records - not just HRB's
Responses to our most frequently asked questions Please Ask Bruce to message us, if you would prefer a human to call you back
What if I have hard copy archives or a combination of both? If you would like to come on board with the NBR but currently have a mix of electronic and hard copy building information, we can assist you. You will need to have hard copy archive information scanned and tagged to enable the NBR search functions to work. There are two ways to approach this: You scan all hard copies in house and provide the NBR with the original source JPEG or PDF. We can then tag each document as we onboard the property documents to the portal. You will then be responsible for secure destruction of the hard copies. If you prefer we can also manage the scan-to-archive service utilising one of our registered service partners. This takes out a step process, as files will be meta data tagged at time of scanning. Contact us for pricing, as this depends on quantity and quality of the original documents. We can also manage the secure destruction of all hard copy documents. This process is audit compliant and meets Golden Thread Protocol
How long does it take to on-board a property? This obviously depends on the quantity of documents you have and usually relates to the size of property. Commercial buildings with complex infrastructure, generators, BMS, fire alarm and sprinkler systems have more documents to upload and tag. Typically the process including seeking permissions and signing contracts takes anywhere between 6-8 weeks. You will be assigned to a dedicated onboarding team specialist who will guide you through the whole process.
How many users will i need to sign up? If NBR is utilised during the construction phase for collation, the user allocation will be at its highest. As with a conventional contract you will need to allocate upload access rights to the principal contractor as they will be managing your O&M/H&S file collation. After project completion, the allocation will usually reduce to a core team which will be based on your operational needs.
Is my information secure? Yes, as required to meet Golden Thread guidelines, your information is secure and encrypted. Our data service is ISO/IEC 27001 (ISMS) certified. All data is protected by S3 versioning and each asset is copied and stored in a separate location as back up. All data is treated as personal under our GDPR management procedures. All data is encrypted during transit and rest. We have disaster recovery plans in place which are tested annually.
Do you invoice me monthly or annually? The NBR is a subscription only service. At point of registration, you will be required to pay the registration and set up fee for the property, which will be the first 12 months covered. User fees are also payable one month in advance with a 12 month contract agreement assuring you a fixed price for this term. A renewal fee for the property is due every 12 months.
Can NBR create my O&M Manual for me? Our platform can of course be used to log your O&M & H&S files as you collate them. We do not currently offer an authoring service though. Early adoption of the NBR.UK platform will not attract additional costs, the tenancy will just start earlier. We fully support early adoption, to strengthen the Golden Thread audit trail
Can I use the NBR platform to manage document approvals? The NBR service is founded on it's simplicity of being an accessible archive database. We are not looking to compete with established CDE document management platforms, but work alongside them as the final one source of truth destination. Clients and Contractors all have their preferences and established relationships with providers such as Oracle Aconex, Viewpoint for Projects and Procore to name a few market leaders. We have no ambition to challenge this. The only review and approval process we utilise is to review and accept a new file, such as a service record update, this is to ensure it is tagged correctly and will sit over the previous version.
What if I want to leave, or take my archive in house? Of course we hope you will never leave the NBR as there is no other fully managed national one destination property records archive in the UK. We will always request to discuss your concerns with you first. If you still wish to go ahead, you can submit an exit request with a 90 day cool off period. You will be sent a download link to all of your documents. They will then be deleted in a manner that is non-recoverable. The NBR is a national property database, the property UPRN will remain in place for auditing. You will then be responsible for maintaining and updating your Golden Thread accountability
Is NBR part of another EDMS provider or Government? No. NBR is 100% independent. We are not a bolt on to any other provider, but we can adopt information from any source. We are not affiliated to Government either, so there is no risk of our service being affected by reduction in public funding or political decision making
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