Despite the increase in companies moving towards paperless operations, the vast majority of businesses still need to keep physical copies of their business documents. This paperwork is typically full of highly confidential information and will need to be securely stored for a number of years. Security is especially important since the latest GDPR data protection regulations came into effect in May 2018. At Flexible Storage, we’re fully compliant with GDPR so you know you’ll be in the safest possible hands.
Too often, these sensitive business documents are kept in office cupboards, filing cabinets or even left in piles out in the open for everyone to see. This not only makes your workspace cluttered and disorganised, it exposes your files to security violations and also makes it incredibly hard to find important physical documents when you need them.
Indexing, Tracking and Retrieving Physical Documents
From business archives to sales invoices, tax records to employee details, running a business involves a great deal of documentation. For your company to operate at its maximum potential, you will need to employ a document management system that makes it as easy and safe as possible to store and retrieve physical files and records. For many businesses, employing the services of a specialist physical document storage company such as Flexible Storage is the best way to achieve this.
With our file management service, we can index all of your business documents to make it as convenient as possible for you to track and retrieve any of your files in storage. All of your documents can then be tracked and managed online through our website so you know exactly where they are and how to retrieve them. Index and manage your physical documents from the comfort of your own desk.
We offer secure business document storage in our archiving centre, where your business records will be stored in heavy-duty storage units that are both fire and waterproof. Our storage facility is also protected by on-site staff, 24-hour CCTV surveillance and a secure barcode system.
All businesses, no matter the size or sector, still have to process lots of physical documents on a daily basis. We work with a variety of businesses across a wide range of industries that include but are not limited to the financial, legal, medical sectors as well as SMEs, start-ups and public-sector organisations.
Under the Companies Act of 2006, private and public limited companies are legally obliged to retain their accounting records for 3 and 6 years respectively. Similarly, all private businesses in the UK must archive any physical records used to complete their tax return for 6 years. That’s a long time to keep highly sensitive paperwork sitting around your office.
Other physical business documents with long statutory retention periods:
- Wage records (including overtime, bonuses, expenses) – 6 years
- Pension scheme and pensioners’ records – 12 years from the end of any benefit payable under that policy
- Parental leave – 5 years from the birth or adoption of the child or 18 years if the child is a recipient of disability allowance.
- Retirement benefits scheme – 6 years from the end of the scheme year
- Accident records – 3 years from the date of the last entry or, if the accident involves a child, until they are 21 years of age.
- Business contracts and arrangements – retained for length of contract plus an additional 6 years.
Any business, no matter size or sector, will accumulate sensitive paperwork that is subject to strict data protection laws. Managing these documents at your office can be time-consuming, messy and lack the appropriate safeguards. At Flexible Storage, we provide businesses with secure document storage services that can take this hassle off of your hands. Get in touch with one of our professional storage team today to discuss your document storage options and even receive a tailored quote.
SEAMLESS, PROFESSIONAL & GDPR COMPLIANT
“Ellison’s have used Flexible’s services for a number of years. Following the enactment of the GDPR regulations, and due to the excellent relationship and service provided by Flexible, the decision was made to place all Ellison’s archive file storage and confidential waste management requirements with Flexible Storage Solutions. Their high service standards extended into project management, allowing a short mobilisation period and a seamless implementation. ”Tim Johnson, Ellisons Solicitors
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