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STORING YOUR RECORDS & PAPERWORK – WHAT IS THE DOCUMENT STORAGE PROCESS?
Whether you’re a small company looking to free up office space or a large business that needs to securely store its records, document storage may be the best solution for you. Saving you both time and space, a document storage service ensures your paperwork is out of sight, in secure hands and always accessible.But how does the process work? In this post we will take you through our document storage service to demonstrate exactly how we collect, store and manage your documents. At each stage you will see the meticulous care we take to ensure the safety of your records, as well as the measures we put in place to keep you involved and in control throughout the entire process.
STORAGE BOXES AND COLLECTION
No surprises here, the process starts with boxing up your documents. All types of files from company data to medical records can be stored in our robust full archive boxes. You are welcome to use your own storage boxes or we will happily supply them for you.Our friendly team will then be round to collect your documents. Collections can be arranged immediately or whenever is most convenient for you. Many customers choose to index their own files and boxes before collection and record this data on a spreadsheet. Alternatively, we can also take care of all indexing for you. We then use this indexed numbering system to generate a barcode for each file or box, depending on your preference, which will then be entered into our Warehouse Management System.
TRACKING AND INDEXING
Are all of your records in storage cabinets? No problem – we can provide boxes to transfer the files to or we will box them up for you. If you’d prefer, we can also index, log and barcode individual files so that any specific documents can be easily found and accessed through our Warehouse Management System. This is particularly beneficial to companies in industries that are heavily reliant on compliance such as finance, insurance and solicitors. Our tracking service allows you quick and easy access to each and every file that you store in our system.We are also able to facilitate a handover of your document archive from another storage facility. Your previous supplier should already have an electronic record of all of your files, which can be transferred into our system. If not, we can work with you to re-index your files to ensure you are now receiving the best document management service available.
STORAGE
Your documents will be stored at our Essex-based archive centre in the most secure fire and waterproof units. Once in storage, we can offer bespoke warehouse management access, whereby you can barcode and scan any files or boxes and manually enter its details into our system. This can all be done through our website in the comfort of your own office. You can view and be in control of your inventory 24 hours a day.For those looking for a standard or deep storage service, we can simply store your boxes at our archive centre, which will be entered into our barcode system. This service still benefits from online document management, as all information will be available for you to view online.
RETRIEVAL
You can retrieve files and boxes whenever you like by contacting us either by phone or email, or via our document management system. We provide weekly, next day or same day delivery to locations all over London and the Home Counties, including Essex, Kent, Surrey, Sussex and Hertfordshire. All retrievals are logged so there is an audit trail for each file and box. This ensures that everyone knows exactly where a particular item is as well as the history of its movements.
SECURE DESTRUCTION
Once your documents come to the end of life in terms of compliancy or general usefulness, we can securely shred them for you. As much of your files will contain confidential information it’s imperative that they are securely destroyed. We can transfer your documents from our steel archiving stores to our partner company’s state-of-the-art document-shredding machine.Once you have flagged a certain item for destruction we will contact you to confirm the exact details of the documents for absolute clarity. (Once your paperwork has been introduced to the industrial-grade shredder and its pulverisers, there’s no going back!). We can also provide a quote for the destruction of any documents you may have in your possession, or organise the collection of your confidential waste from your offices. Our partner company holds BS EN 15713:2009 for secure destruction of confidential data, as well as ISO 9001, ISO 27001 and ISO 14001. All destructions come with professional certification.Whatever your document storage needs, our various document storage services allow you to focus on your business in a clutter free, efficient office. For help on how to choose the right document storage for your business, get in touch.
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