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.
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.
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
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.
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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