If your business is regulated by the Financial Standards Authority, then you’re legally obliged to keep copies of some financial documents, often for several years. This means that as your business grows, so does the number of documents you’ll have around the office. 

Whether or not you are aware of your legal responsibility, our experience shows us that most offices lack the resources on-site to be able to ensure sensible document management and record storage. What’s more, it’s not just storage space our clients are concerned about, it’s knowing that their clients’ documents and the information they contain are being kept confidential and secure. Storing your documents off-site is also a key part of a robust recovery plan should your business be struck by a disaster of any sort.

Whatever the reason you’re looking for a secure storage solution for your financial documents, at Archive-Vault, we will collect, organise, index, barcode, store and manage all your documents at our secure facility. We’re local specialists in secure document storage and serve clients across East Anglia and beyond. Whilst we work with clients in a wide range of businesses, many of our clients are in the financial and accounting industries. This means that we understand exactly what’s needed from a secure storage provider when it comes to financial documents, from invoices to purchase orders, credit agreements to payroll records and much more. 

Security

Our fire and flood resistant, purpose-built storage facility is fitted with intruder alarms and covered by 24-hour CCTV. As well as our tracked vehicles, all our staff are fully vetted and our buildings are pass-access only. 

Barcode Tracking

Your financial documents may contain sensitive and highly confidential information, so you’ll want to know exactly where they are at all times. Thanks to our barcode tracking system you’ll get peace of mind from point-to-point tracking, creating a chain of custody as well as ensuring you’re compliant with Data Protection legislation.

Online Client Portal

Our Client Portal gives you 24/7 access to an online record of your inventory. You’ll also be able to request collections or deliveries at the click of a button, so it needn’t matter that your documents are being kept off-site, even if you need them the same day. Our Scan on Demand service offers immediate access to files online, cutting down delivery costs and giving you access to what you need, when you need it. 

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.

Financial Document Indexing

We work with clients of all shapes and sizes and even some of the biggest companies that turn to us have previously struggled to maintain an easy-to-use document management system. We collect and index financial documents, offering tailored indexing services to ensure your document management system reflects your business and the way it’s run. We’re here to save you the time and effort you’ve been spending on locating the right document.

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. 

Retrieval and Collection

Our fast and flexible retrieval and collection service means you can get your hands on the files, folder or documents you need without wading through the piles in your office or waiting for your off-site storage provider to open. Because we’re based on the outskirts of Norwich, we’re ideally based for servicing businesses across East Anglia and offer next day or same day delivery via our tracked vehicles.

Whether you’re looking to store 10 or 10,000 boxes, we’re a family-run business committed to supporting businesses from all walks of life. That’s why we have no minimum number of boxes. Whether you’re a self-employed individual or a nationwide business, every client receives the same attention to detail and first-class customer care.

We also offer a document scanning service, Scan on Demand, which provides immediate access to files online, whilst cutting down delivery costs.