NEWS & ADVICE

NEWS & ADVICE

04 Sept, 2023
Secure collection and storage, bespoke archive indexing and fast retrievals to support liquidation cases Insolvency Practitioners, with offices in East Anglia and across the UK, regularly take on cases where the archive needs to be collected from businesses going into liquidation. The documents then need to be organised with easy retrieval a priority, whilst ensuring the safety and security of the files and compliance with data protection regulations. This is time intensive work, making outsourcing to a trusted service provider a viable option. This particular company was looking for a long-term storage partner to work with them to streamline the archiving case management and chose Archive-Vault. The lack of physical space in their offices to store the archive boxes was also a deciding factor as was the lack of staff available to co-ordinate this sector. We’ve now provided support on over 150 cases and continue to do so. As an established Archive-Vault client, they know they can rely on us to get the job completed to a high standard and handled with sensitivity each and every time. We provide a Total Document Management Service for the Insolvency Practitioners.
04 Sept, 2023
Archive-Vault is delighted to be part of three local events over the next couple of months. Each event is a great way of meeting new people and spreading the word on how we can support new businesses and current clients streamline their document management systems. We have shared the links below if you or your business would like to get involved in any of the upcoming events.
28 Jul, 2023
One of the biggest reasons businesses decide to use offsite storage is to make more room available in their premises. Freeing up space is a huge factor but have you considered the other benefits of storing your documents with a professional Records Management company? If you use a professional storage provider like Archive-Vault, you will not only free up space but you can take advantage of a range of services that will have a positive impact on the way you work. You will also get peace of mind knowing that things are being done the right way. From improving staff safety to enhanced data protection and greater office efficiency, there are many reasons to use offsite storage for your documents. Whether you’re responsible for Records Management in a law firm, NHS Trust or construction company, read on to discover ten benefits that will make a clear difference for your organisation.
01 Jun, 2023
Would your business benefit from carrying out a back scanning project? Are you exploring the back scanning option as a step in the right direction to going ‘paper light’? This blog focuses on the who, what, when, why, where, and how of back scanning to help you make an informed decision.
11 Apr, 2023
Need to improve your records management? Take a look at our top tips to find out how to enhance the organisation, retention and storage of your data.
15 Mar, 2023
Many businesses and organisations have mountains of documents that need to be archived in a user-friendly way. The thought of digitising these can seem overwhelming but it’s well worth the effort. Whether you do your scanning in-house or outsource, there are huge benefits to digitising your documents from ease of access to freeing up much needed office space. Document scanning is the ideal solution for businesses that need to access files on a regular basis where the digital copy is sufficient. If you’re responsible for records management, are you considering whether to continue to do your scanning in-house or if outsourcing might be a good option? We’ve compiled a guide looking at scanning in-house versus outsourcing, read on to find out more.
24 Feb, 2023
GDPR may not be fresh news anymore, but there is still confusion over what it covers. Read on to uncover the meaning of GDPR and how GDPR compliance affects your record keeping. 
26 Jan, 2023
Off-shore company consolidates and streamlines storage of documents and large items. When an international off-shore company closed a UK site, the headquarters co-ordinated the closure, inheriting the archives and organisation of storage for their large items in the warehouse. Archive-Vault’s records management expertise and storage solutions supported the client and streamlined a complex situation. When sites have individual archiving processes, inheriting another archive is never easy, but the pressure is really on when that site is due for imminent closure. This was exactly the case with our client in the off-shore industry. When one of their sites closed, the UK headquarters inherited its archive. Some of this was already stored at our facilities in Norfolk, but there remained a huge amount of documents that needed to be archived. A warehouse filled with bulky items, including equipment, also needed to be emptied and alternative storage found for its contents. The Operations and Logistics Manager met with Archive-Vault to help execute a plan of action to empty the site within the deadline. THE CHALLENGE Taking control of another archive is not a straightforward business, but this project was particularly challenging due to the tight timeframe. The archive would also need to be reviewed and organised after the move. This was a significant job, so our client contacted us for advice and support. We organised a site visit and identified the following key issues: Bulky items - The site had a warehouse that was filled with bulky items, such as invaluable equipment for the industry. With the site now closing down, these items needed to be securely transported and stored elsewhere. Lack of knowledge - With individual sites using separate archiving processes, headquarters were unsure what information had already been sent for offsite storage. This created a sizable information gap, and increased the probability of files being lost, duplicated or unnecessarily stored. It also meant that finding important documents could be a time-consuming process. Imminent deadline - With the closure date fast approaching, we knew we had to act quickly and efficiently to remove all items from the site by the deadline. The items were not referenced, we had to identify the weight and dimensions of each item in order to accurately arrange the transportation. THE SOLUTION Once we had identified the key priorities, we dispatched vehicles to collect the large items and safely transport them back to Archive-Vault. When the deliveries arrived, we gave each item its own unique barcode and reference. We also took a photo of each item so that it could be easily located and viewed on our online Client Portal . Creating a new archiving system was the next priority. To begin the process, the client determined what information they would like to use as a reference. Once the reference fields were decided, they were rolled out across all of the archive, including the items already in store. The client also established retention periods for the types of documents they were looking through, this meant that a destruction date could be added to each document. To complete the project, our client made regular appointments with us to review their archive boxes and large items, so having the new archiving system in place meant the reviewing process would be a lot more streamline. The client now has access to our Online Portal, which allows them to view and manage their entire inventory anywhere, anytime. Our clients can make requests and download destruction reports too, which gives them full control of their off-site storage. THE RESULTS By the end of the project, our client had successfully removed all items off-site, ahead of their deadline and before the site officially closed. All items have been safely transported to Archive-Vault, and each now has a unique barcode and reference. The review of the older archiving is underway, leaving our client with a detailed inventory and retention dates on each item. The client is now staying data compliant, saving staff time and reducing overall costs. Want to discuss your secure storage and records management needs? If you would like to find out more about our secure storage solutions for your organisation, you can get in touch with us by calling 01603 720722 or emailing info@archive-vault.co.uk. Due to the nature of our business, our clients must remain anonymous.
19 Dec, 2022
As 2022 comes to an end, join us as we look back on a busy year of new projects, new colleagues and new equipment. January: Scanning gets bigger and better Scanning documents and keeping them safe in a secure online system, where they can be accessed by authorised personnel at any time or place, is becoming a key part of many businesses’ document retention policies. With increasing demand for the scanning of large documents, we decided to invest in a large format scanner . This allows us to scan items up to A0 size, which is perfect for Ordnance Surveys, architectural drawings and medical scans. February: The team grows! We had a great start to the year, so we hired an administrator to support the team. In February, Yasmine joined our ranks and she’s made a huge difference to our business by becoming responsible for managing day-to-day client requests and queries. Yasmine settled in quickly and has sharpened her skills over the months: “On my first day, the team made me feel welcome. I have developed my communication and organisation skills while working here and I have also gained greater confidence along the way.” March: Going green We already had solar panels on the roof, motion-sensor LED lighting and an air source heat pump, but we wanted to up our sustainability game a little more. We therefore purchased a new electric van and had a charger installed in our warehouse, which is powered by our own solar energy. To help the van blend in with the rest of our fleet, we asked CIM Signs & Graphics to wrap it in Archive-Vault branding. The result is fantastic, and it was great to support another local business in the process. April: Springing into storage April saw us taking on a new storage project for an Oxfordshire solicitor. We boxed up more than 10,000 wills and deeds before transporting them back to our fireproof storage facilities in Norfolk. Each document was carefully indexed on our system and a regular schedule of file deliveries set up. We also gave our new clients all the training they needed on our online Client Portal, which enables them to view and manage their inventory online. “It was great to complete this project for our new client,” said our Operations Director, Emily. “It’s always rewarding when you leave a client with some new-found space to use! They have each document indexed on our system so they can see exactly what’s in storage. The delivery schedule has also been working really well, and we have ensured that the client has what they need, when they need it, whether it’s the physical copy or a digital one.” May: All mapped out Our investment in the new large format scanner certainly helped when a new client needed their A2-A0 survey maps digitised. We carried out the scanning in scheduled stages as it was a large project. Each map was carefully prepped before being scanned and quality checked. They’re now stored on an encrypted hard drive, ready for the client to continue with a wider digitisation project. June: Levi joins the team As soon as we met Levi Dowding, we knew he was the perfect fit for our Operations Operative role. Levi proved us right and it feels like he’s been working with us for years: “I’ve found working at Archive-Vault very rewarding! It’s a very friendly place to work and well-organised. I’m looking forward to expanding my own skills and knowledge.”
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