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Document Indexing

Indexing documents is crucial to the archive storage process. Knowing what files are in storage and exactly where they are located makes document management easy. Storing documents is one thing; being able to manage them in an efficiently indexed system is another. Having all of your documents in storage – no matter how neatly they may be stored – has little value if they are not properly indexed. They may appear tidy but when the time comes to locate a specific file, you will be looking for a needle in a haystack. Safeguarding your files during their retention periods is crucial but when that time is up, they will need to be quickly located and securely destroyed to avoid clutter and comply with GDPR regulations.

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Why choose us?

  • Free Initial Box Collection

  • Fireproof Storage

  • Document indexing, tracking & retrieval

  • Storage to destruction service

  • Fully compliant with GDPR

  • ISO 9001 & ISO 27001 Certified

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What is Document Indexing?

Document indexing is the process of labelling or coding documents so that they can be easily managed and retrieved whilst in storage. This information is then integrated into an online file management system, allowing you full access to manage your documents from the comfort of your own office.

If documents are not indexed (or indexed poorly) before going into storage, retrieving files can be very difficult and result in hours of wasted time, energy and money. Document indexing is crucial for efficient archive storage but it can often be laborious and time-consuming task. Most businesses cannot afford to dedicate members of staff to painstakingly organise and manage their masses of documentation.

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Barcoded Indexing system

Already indexed your records but looking for an easy-to-use management system? Flexible Storage is here to help. No one knows your documents better than you, which is why we give you the option to index all of your own records with the help of our barcoded file management system. We’ll be on hand to set you up but you’ll be in complete control of how and what you index so you can manage your files exactly how you want to.

At Flexible Storage, we make it easy for you to archive your documents in our file management system. Our indexing service allows you to label your document boxes with our pre-printed barcodes, which will then be catalogued on our online file management system. We can collect your files for you and then securely store them in our specialist archiving centre. Each box will have a unique barcode that will be scanned and logged in relation to its location so you will know exactly where it is at all times. You will then be able to manage all of your documents online from the comfort of your own office.

Your time is precious, which is why we offer to do all the tedious work for you. We provide a comprehensive indexing service where we can box-up, index and store all of your documents without you needing to lift a finger. This will ensure your documents are professionally labelled and systematically logged. Your staff will be able to focus all of their effort on meaningful work instead of wasting valuable time cataloguing and tracking files.

Our document indexing service allows you to catalogue your files exactly how you want to. For example, by:

  • File number/reference
  • Client name
  • Retention/ destroy date
  • Fee earner
  • Address
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Comprehensive Document Indexing Services

Transferring your document archive from another storage facility? No problem, we can facilitate a quick and easy handover. Your previous supplier should already have an electronic record of all of your indexed documents, which can be transferred straight into our file management system.

If they have not indexed your records, we will work with you to re-index them to your specification, ensuring that you are receiving the best archive storage service possible. Get in touch with one of our professional storage team today to discuss your indexing and archive storage options and even receive a tailored quote.

Request a quote
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Call us on 0800 652 1117

For more information on how Flexible Storage Solutions can help with
any of your storage requirements, please get in touch.

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Frequently Asked Questions

Is document indexing a secure process?

Yes, document indexing is a secure process. At Flexible Storage Solutions, we prioritise the confidentiality and security of our client's documents. We implement strict access controls, and data encryption measures, and follow industry best practices to ensure the protection of sensitive information throughout the document indexing process.

Can document indexing be combined with other document management services?

Absolutely. Document indexing is often integrated with other document management services to provide a comprehensive solution such as secure storage.

What are the benefits of document indexing?

Document indexing offers numerous benefits. It streamlines document retrieval, enabling users to find specific files quickly and efficiently. It improves document organisation and reduces the risk of misplaced or lost documents. Document indexing also enhances collaboration by facilitating document sharing and version control. Additionally, it supports compliance efforts by ensuring easy access to necessary documents and promoting consistent record-keeping practices.

How does document indexing work?

Document indexing involves several steps. First, documents are collected and prepared for indexing, which may include scanning physical documents or importing digital files. Next, relevant metadata and tags are assigned to each document based on predefined criteria or client specifications. The indexed documents are then organised in a structured manner, often using a database or document management system, making them easily searchable and accessible.

What types of documents can be indexed?

Document indexing can be applied to various types of documents, including paper-based documents, digital files, emails, PDFs, images, and more. It is a versatile solution that can be customised to meet the indexing needs of different industries and organisations.

Why is document indexing important?

Document indexing plays a crucial role in effective document management. It enables quick and accurate document retrieval, saving time and effort spent searching for specific files. Document indexing enhances organisation, improves collaboration among teams, and facilitates compliance with legal and regulatory requirements. It also enables businesses to gain valuable insights by analysing document data.

What is document indexing?

Document indexing is the process of organising and categorising documents to create a searchable index or database. It involves assigning relevant metadata or tags to each document, such as document title, author, date, keywords, and other identifying information. This allows for easy retrieval and efficient management of documents.


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Where are Flexible Storage Solutions based?

We are based in Aveley and Grays, head to our contact page to find us.