FAQS

Archive Vault - Cartoon 10

Frequently Asked Questions


Got a question? Take a look at our FAQs below, alternatively get in touch! We'd love to hear from you.

  • Is there a minimum amount of boxes I need to store with you?

    No. We understand that record storage arrives in all shapes and sizes, which is why we cater for everyone. We accept any number of boxes, files or data tapes and understand that all documents require the same level of security. Whether you’re storing 5 or 5,000 items with us, you’ll still receive our highest levels of customer service.

  • I have piles of paperwork, I don't know where to start.

    Don't worry, with our complete Records Management service, we can transform your archiving in no time. Archive-Vault will take care of everything. We will box up your items and index them with references relevant to your business. Once your items are scanned into store, you will receive full access to your items online using our Client Portal. Archiving couldn't be simpler. 

  • Is it easy to retrieve a file or box which has been archived?

    We have ensured that retrieving your document from storage is a simple, hassle-free process. You can request this at any time via our online Client Portal. Alternatively, requests for retrievals can also made direct to us via email.

  • How swiftly can I retrieve my file, box or data tape?

    We understand the need for quick and easy access to your stored items. In addition to our standard delivery, we also offer next day, same day and out of hours delivery to suit you. Should an urgent situation arise, we can return your records within three hours. 


    We can also provide a ‘Scan on Demand’ service which provides fast and secure digital retrieval of a file. 

  • My boxes are due for destruction, what do I need to do?

    Experienced in secure disposal, our confidential destruction service ensures we record the destruction dates of your documents on our system. We’ll notify you when boxes or files are nearing the end of their retention period. We will not destroy any of your records until we have confirmation in writing from you to proceed. The documents are then securely and confidentially destroyed in accordance with EN15173 (European Standard for Information Destruction) and sent for recycling. We also issue you a detailed Certificate for Destruction for your records.

  • Can Archive-Vault help with storing my personal will?

    Yes, we store wills for individuals because we understand that legal documentation is important in both business and everyday life. 

  • Can I manage my records online?

    Yes, with our Client Portal you can access your records online 24 hours a day. You can search and manage your inventory, request deliveries and collections, run live reports, order new materials and much more. Request a free demo today by getting in touch at info@archive-vault.co.uk

  • Can I request a loose file from a box?

    Yes, we barcode loose files when retrieved so each item has full point-to-point tracking with a unique barcode. Loose files are transported in sealed cases and once you’re finished with your file, this will be returned back to its original box in our secure storage facility.

  • I need to rotate my back-up tape; how do I do this?

    We offer a rotation service to suit your business, whether it’s daily, weekly, monthly or ad hoc. Once we’re provided with a schedule, we will tailor a service to accommodate your rotation requirements.

  • I’m looking to move suppliers, but I’m worried it’s going to be too much hassle.

    Nothing is too much trouble for us. We’ll liase with your existing supplier to collect and transport your records. We pride ourselves on great customer service and will ensure the transition is hassle-free, smooth and secure. We’ll tailor a plan to suit you, making sure it’s cost-effective for your business.

  • Can anyone from my business request files?

    If you’re requesting a file from store, you must be on the authorised contact list. This list is provided by the contract manager. We will regularly ask for this to be reviewed to ensure it is always up to date. If you are not on the authorised contact list, permission will need to be granted from the contract manager.

  • I have my own boxes, can these be used?

    Of course, but if you’re using your own boxes, the dimensions will need to be provided prior to arriving in store. Alternatively, we can supply you with our high-quality archive boxes which are designed to ensure top level security and can be fastened with an optional security tag.

  • Our business is made up of separate departments. Is it possible to reflect this when storing?

    No problem. We can set your business up on our system with various sites and departments, each with its own rules and specifications. Also, by storing your records by department, you can also determine which employees have access to certain records. 

  • How does document scanning work?

    Whether you have 5 or 500 documents, Archive-Vault will disigtise your records with our scanning service. Archive-Vault will prepare the documents, scan and carry out through checks for quality control. The items will be exported onto a hard drive and the originals can either be destroyed, stored or returned to your address. 

  • What's the largest document you can scan?

    Our state-of-art scanning equipment will scan any document up to A0. If you're unsure of the size, or have some special documents that you'd like to scan - please get in touch. 

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01603 720722

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