BUSINESS DOCUMENT STORAGE SERVICES
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Are you running out of room in your office to store important business documents? Or perhaps you’re finding that you’re leaving your workplace wondering whether your documents are safe on-site, or are plagued by the repercussions of them being destroyed or falling into the wrong hands.
As a family-run business we’re proud to support businesses, whether they’re new or long established, are a small team of professionals or a large organisation. With no minimum number of boxes, whether you’re a family firm or multiple-office organisation you’ll receive the same level of customer care and assurance that your business documents are being professionally stored and managed.
Protect Customer Data
Whether fire, flood, criminal damage or theft, protecting your documents is fundamental when it comes to your duty of care to your clients’ data. That’s why so many business turn to our team at Archive-Vault to place their business documents in our secure, fire and flood resistant storage facility.
Easy Access, Even Offsite
Businesses are often surprised when they total up the time that staff spent just looking for the right document – time that could be spent making your business money. So, we organise, barcode and index your documents to make sifting through files or folders a thing of the past.
Hassle-free Hard Copies
There are lots of business documents that you are legally required to retain as hard copies for a set period of time, often a number of years. Even in an age where many businesses are moving towards digital data, there’s no escaping your legal obligations towards retaining these documents, but you don’t need access to them on a day-to-day basis, so they’re just taking up valuable office space. Even if you do require access to information on a regular basis, the volume of records you may have can mean it’s easier to use an off-site storage facility and request same day, next day or digital retrievals for the specific business document you need.
Security
Our storage facility is not only fire and flood resistant, but covered round the clock by CCTV and fitted with intruder alarms. Plus, the only people who can gain access in to our buildings are our DBS-checked staff via security passes.
Barcode tracking
Part of Data Protection regulations involves knowing where your data is at all times. Our barcode tracking system not only ensures you’re compliant with relevant Data Protection legislation, but creates a chain of custody so you know exactly where your documents are, whether it’s in your office following a retrieval request, in secure transit or safely archived on our shelves.
Online Client Portal
Our online Client Portal gives you 24/7 access to your online inventory. Once your documents have been transferred to our secure facility, barcoded and tracked, they’ll be indexed so that you can search for them via the search functions on our Client Portal. It’s really easy to use, and even easier to request collections or deliveries. Plus, it has lots of other handy features like automatically producing an audit trail of your documents, as well as allowing you to purchase products like boxes and security tags. It’s all about keeping you in control of your business documents, and with our Client Portal you’ll know where everything is without it taking up valuable space in your office.
Scan on Demand Service
If you require a file but do not need the hard copy, our digital retrieval service, Scan on Demand, is perfect. Once we
receive your request, we’ll retrieve the hard copy file for you, scan it and upload it to our secure Client Portal, which allows you to view, download or print your file in a matter of time. This enables round-the-clock access to your electronic document without having to wait for the physical copy, this is also beneficial if you are working remotely as you can access the Online Client Portal anywhere, anytime.
Business Document Indexing
Looking for documents can be time-consuming and frustrating. You might be in full flow of working on a project only for momentum to come to a standstill due to misplaced paperwork. Our full-scale document management and indexing service means you’ll be able to find what you’re looking for in no time at all.
We have experience in boxing up and indexing projects from bulging basements to loft spaces. We collect your documents then index them in a way that suits your business needs and the way you use the information they contain.
Retrieval and Collection
Just because it’s being securely stored off-site, doesn’t mean that it needs to be a nuisance to get hold of your documents. You never know when you might need a document, but that doesn’t mean it needs to be stored onsite – we offer a fast and flexible retrieval and collection service to make sure you’ve always got access to your inventory. Because we’re ideally based for businesses across East Anglia, we’re able to offer next day and same day deliveries and collections, via our fully vetted staff and tracked vehicles. We also offer a document scanning service, Scan on Demand, which provides immediate access to files online, whilst cutting down delivery costs.
Secure Document Destruction for Peace of Mind
At Archive-Vault, we understand the importance of securely disposing documents. We’re committed to the highest level of secure document storage, protecting clients’ records through the entire information lifecycle, which includes secure destruction. Our document destruction service ensures that your confidential information is securely destroyed once it is no longer needed.
By recording the expiration date on your items on our system, we will proactively notify you when boxes or files are nearing the end of their retention period. This means you’re not paying to store sensitive documents past their retention period whilst helping your business to comply with the GDPR rules as well as your responsibilities under The Data Protection Act.
We take the responsibility of confidential waste destruction seriously. All material is destroyed in accordance with EN15713 (European Standard for Information Destruction) and sent for recycling. We’ll also issue you a Certificate of Destruction for your records, guaranteeing peace of mind your documents are permanently destroyed.
Trust Archive-Vault to handle your document destruction needs, ensuring the complete and secure destruction of your sensitive documents.
STORE YOUR DOCUMENTS IN 4 SIMPLE STEPS
01
BOOK
Book in your request by sending us an email or using the Client Portal
02
COLLECT
Archive-Vault will collect your items on a pre arranged date
03
SCAN
Your items will be given a unique barcode, indexed and scanned to a location
04
VIEW
View and manage your entire inventory online anywhere, anytime with our Client Portal
