How much does it cost to store my documents?
A standard carton 420 x350 x 260mm can cost as little as 5p per week and don’t forget ‘Deep is Cheap’! If you have documents you don’t need to retrieve frequently they can be stored in our Deep Storage archive at very low cost.
How does your Document Storage system operate?
Firstly we arrange for the collecting and indexing of your documents ready for offsite storage. We come to your site and pack your files into new transit cartons with sealable lids. Then we load the cartons into secure vehicles and transfer them to our document storage warehouse.
Here all items are bar coded and individually tracked onto our shelving. Then we index the cartons and their contents to ensure that you have a detailed record of all your stored files.
Finally all your items are bar coded and entered onto your personal database with the same references that you use in your existing business systems.
You will be able to check what you have in store, how long individual files remain current and if or when they are due to be securely shredded.
Standard Retrieval
As your documents are all indexed, you can instantly identify any file and request delivery to your office by van or directly to your screen via our Scan on Demand™ service.
We track all movements and provide audit trails and reports online as required.
In addition, our experts will be pleased to advise you on the latest systems for indexing and the cross referencing of related files for ease of retrieval.
What is Fast Track retrieval?
This is a bar coded, computerised service. Your documents can reach you the same day within two hours or in even less time electronically via the web. Computer tracking is integrated, audit trails are provided and reports can be generated. Costs can be apportioned to departments on a monthly basis.
I don’t want the whole carton; can you send me just the file I want?
You need our file management service. Your files are indexed to match your own system and you can request individual files as if we were ‘in house’. They can be delivered by our van within two hours or despatched electronically to wherever you are working or meeting.
Who looks after this service for me?
We appoint an Account Manager to look after you and they are available at all times during the working day. We don’t agree with voice mail, so we don’t impose it on our clients.
What happens if I need a file or carton after the office closes?
Just phone our special line. We have a team working 24 hours, 7 days a week to cope with emergencies.
What happens as my files become out of date?
We can move them to our low cost Deep Store archive or permanently shred them with a certificate of destruction. The paper is recycled and last year we saved over 4000 trees.
What if I have very special documents like deeds or leases?
We have a specially constructed fire safe vault, where we provide sealable boxes. We also provide fireproof safes. We can bar code and deliver the sealed boxes to you, or your authorised staff can visit us. The fireproof vault has a data tape facility and we can collect and deliver your data tapes daily or weekly keeping a computer log. Again the vault services are available 24/7.
Where can I buy archive cartons?
We provide the best value archive cartons on the market. Just ask for a free sample.
What is Electronic Data Management?
What is Electronic Data Management?
We provide a full electronic data management service including the scanning and indexing of all your documents.
Whether you need a fully integrated web based system with work-flow or just CD copies for standalone retrieval, we can tailor a service to your requirements.
How secure are you?
We are located on our own security fenced freehold site with CCTV and Redcare alarms direct to the Police. Our data is encrypted to military standards.
How reliable are you?
We have ISO 9001 2000 accreditation and all processes are externally audited. We will be happy to provide references from clients in your business sector who have benefited from our service for several years.