Records Management

Innovating how your records are managed

As a well-established record management company with professional expertise, we’re here to help you streamline your records inventory. Whether you’d like to maximise your office space, streamline daily operations, or seek advice for data protection, you can count on us to tailor the ideal solution for you.

Over time, businesses may accumulate a large volume of physical and digital documents, from personnel records and contracts to invoices and legal files. Managing this information alone can feel overwhelming, but it doesn’t have to be. At Archive-Vault, we’ll work with you to identify, organise, store, and securely dispose of your records so that your team can focus on what matters most.

ISO
accredited

Data
compliant

No
obligation visit

Tailored
solutions

100% of
clients
recommend

Professional
service

Our document management service

We offer a wide range of services to help organise your archive in a way that works for you. Working with a variety of clients from different industries, We can support with GDPR and Data Protection practices and advise on retention periods in line with official guidance, alongside bespoke consultancy and indexing services.

Time to turn ‘to do’ into ‘done’ and streamline your document management process by getting in touch today with a no-obligation quote.

Management Services

Consultancy

We partner with a variety of sectors and businesses of all sizes, Archive-Vault are an experienced document management company. We’ll work together to determine a bespoke solution for managing your records and customise a system tailored to your needs and requirements.

Management Services

infographic showing document storage process

Document Lifecycle

Our team provides professional support for managing your documents at each stage of their lifecycle. From organisation and storage to easy retrieval and secure destruction, we’ll ensure your records are handled with the utmost care. All documents stored with us can be labelled with review dates, which you can easily monitor through your client portal. This way, you can stay up to date with document retention periods and data regulations.

Management Services

Archive vault employee sorting through documents

Indexing Services

With our efficient indexing service, we develop a cataloguing system tailored to your unique needs, making it easier than ever to manage your records. Once your items are collected, barcoded and referenced, we provide a comprehensive and accessible inventory.

Management Services

Audit Trails

Our robust barcoding system creates an automated audit trail for your items, ensuring all activity is tracked and recorded. This establishes a clear chain of custody for your records, providing full transparency, accountability, and peace of mind. Our audit trail method ensures your records are always traceable, enhancing security and offering your business an additional layer of protection.

Management Services

Support with Data Protection

Knowing how to organise your inventory and comply with General Data Protection Regulations can be a daunting task. Our team can provide guidance on keeping your documents well-organised and compliant with your responsibilities under the Data Protection Act.

Management Services

Online Portal

Gain 24-hour access to a comprehensive record of your document inventory through our client portal. Once your documents are collected and transferred to our secure facility, we’ll make sure they are barcoded for efficient retrieval and robust tracking so that you have complete peace of mind at all times.

Request a quote

employee speaking to customer on the phone

warehouse worker moving boxes full of documents

A personal and dedicated service

Customer feedback consistently highlights our exceptional communication as one of our greatest strengths. Being a small team, we have the benefit of really getting to know our clients. We understand that the consistency of support is key to ensuring a fluid service which is why you will always have confidence we know your project inside out. We take the time to understand your internal business processes, so you never have to repeatedly explain yourself to someone new.

Invest in your document lifecycle

Working with a records management company like Archive-Vault ensures an organised and consistent process from the beginning. Investing time at the start of your archiving process saves you time at the end of the document lifecycle. Whether the documents are digital or physical, the files will still need to adhere to a retention period to stay compliant. Our team is here to guide and advise the right solution specific to your business. Regular reviews will ensure your archiving process remains effective and aim to innovate your business operations, reduce overheads, and stabilise your data infrastructure.

24-hour access to your virtual inventory

Your offsite records may be out of sight, but they’re never out of reach. Through your client portal, you can experience the ease of our thoughtfully designed records management software, making searchability faster and more tailored to your business needs. Access documents wherever you are, at any time by logging in with your private credentials and take comfort in always knowing exactly where everything is.

Ready to work together?

We’ll visit your premises to learn about the business and discuss your current information management process.
Our team will propose a tailored records management plan, advising secure storage, scanning or a hybrid solution.
Once approved by you, we will collect and process your documents in accordance with your new plan.

Request a quote

Frequently asked questions

We’ve put together our frequently asked questions for you to find out more below. Don’t hesitate to get in touch for a no-obligation chat about our management solutions.

Get in touch

What are the three key functions of document management?

A document management system (DMS) is essential for organising, storing, and managing your records effectively. This process is defined by three key functions: Storage – An effective system should have secure storage for both physical and digital records, ensuring they are well-organised and accessible. Retrieval – Documents should be easy to locate and access when you need them, ensuring that only authorised users have access. Version control – An accurate audit trail should be maintained to keep track of any changes, amendments or movements for your records, to make sure you have clear control of any activity. The team at Archive-Vault will prioritise these functions within your management system whilst ensuring it complies with regulations to keep your business and its assets protected.

Which areas does Archive-Vault cover?

Archive-Vault is based in Norfolk and the wider East Anglia area, but we work with a number of businesses across the UK.

I’m thinking about changing suppliers, but I’m concerned it will be too much hassle.

Don’t worry – we’ll make the transition simple and hassle-free. Our team will liaise directly with your supplier to collect and transfer your records. We value our customer service and communication and will plan the process to make sure it’s seamless, secure and fully coordinated to the needs of all parties.

Can I manage my records online?

With our document management software, 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 archive boxes, and much more. All login credentials are secured with two-factor authentication to protect against phishing and bot password attacks. Request a free demo today by getting in touch at info@archive-vault.co.uk.

Do you provide consultancy?

Yes, Archive-Vault provides consultancy services to any business looking to develop or improve their document archiving.

Can Archive-Vault help me with document retention and compliance?

Archive-Vault offers comprehensive records management solutions, assisting you in maintaining compliance with relevant regulations and providing guidance on retention periods. Upon receipt of your signed approval, any confidential information that is no longer needed will be securely destroyed and fully recycled. Our process adheres to the standards set by EN15713.

We have been using Archive-Vault since 2013 and have always found the service to be efficient, fairly priced and a pleasure to work with. We are excited to now be using the scan on demand service which will be even more cost effective and efficient.

IT Manager, Estate Agent

As a company we have used Archive Vault for a number of years. The team are extremely helpful, knowledgeable and go above and beyond on the service they provide. Nothing is too much trouble.

Coordinator, Offshore Services

We have found Archive-Vault to be both efficient and helpful and we have full confidence in their service. I would have no hesitation in recommending Archive-Vault to others.

Head of Facilities, Solicitors

I can confirm that we have used the services of Archive-Vault since 2008 and have found the service to be excellent. The response to any request is very fast and efficient and the staff are very helpful. I would have no hesitation in recommending Archive-Vault should anyone be considering using their services.

Facilities Project Manager, NHS Trust

Our Company has been using Archive-Vault for a number of years now. They provide a great service, always fast communications and service.

IT Operative, Equipment Manufacturer

We all find you very efficient and helpful. The delivery boys are very helpful and thorough. When we ask for collections or recalls, you are always very prompt.

Secretary, NHS Medical Practice

Having recently transferred to you from another supplier, we are finding your online client portal extremely beneficial to us, containing all the information we require with ease of access. We are also immensely relieved to have the facility to telephone you if we need some immediate help, with the staff being efficient and approachable.

Anonymous, Independent Residential Hospital

We have been using Archive-Vault to digitise old site plans. Friendly and helpful people who really cared and did everything they could to meet our requirements. I really can't recommend them highly enough.

National Account Manager, Space Management

Archive Vault always deliver a very efficient service. The client portal is straightforward and easy to use when ordering files. Files are always delivered on time. Always very helpful on the phone and sort out our queries quickly and efficiently. A very professional operation.

Office Manager, Solicitors

In my dealings with Archive-Vault over many years through the course of my work at the care home, I have been very impressed. On every occasion that I have dealt with them, they have always been extremely efficient, professional and courteous. They obviously work hard to maintain this level of competence and many companies could learn a lot from their customer service.

Business Administrator, Care Home Provider

I'd just like to say on behalf of all the team, a huge thank you for all your efforts. The drivers are so kind and helpful and it's so nice to speak to a real human being when booking collections.

Department Manager, NHS Trust

We have been storing records and IT tapes with Archive Vault since summer 2015. The prices are competitive, and the team deal with data requests promptly, efficiently and with the correct amount of care. I look forward to working with the archive vault team for many more years.

Document Control Team Leader, Offshore Company

Let’s talk about your records

Send your enquiry using our quick quote form, and a member of our team will aim to get back to you within 24 hours.

Step 1 of 4

What services are you interested in?

Step 2 of 4

Your details

Step 3 of 4