Education Document Storage

Records management designed for the education sector

Educational institutions handle a huge volume of documents every day. Pupil files, safeguarding records and medical forms all need to be organised, easy to locate and stored in line with their retention periods. This can be time-consuming to manage in-house, and there’s no room for error when it comes to sensitive information. Our education document storage and scanning services help institutions manage files safely, securely, and in full alignment with government guidance.

Online
client portal

ISO
accredited

Data
compliant

Barcode
tracking

Scan on
demand

100% of clients
recommend

Document storage you can rely on

Our team can support you in your preparation for Ofsted visits, audits and data-subject requests, helping you retrieve the right records quickly, reliably and securely. It’s a long-term, sustainable way for schools, universities and academies to maintain their archives while freeing up space and staff time.

Archive-Vault supports institutions of every size, from small nurseries to large multi-academy trusts. For larger providers, we can create a centralised, uniform approach that improves control and accountability across sites. We offer secure offsite education document storage, scanning, indexing and confidential destruction for all education records. While your files are safely stored, you can request them at any time through standard, next day or urgent deliveries, or access them instantly online using our Scan on Demand service.

Digitise your education records

Many schools are choosing to digitise pupil files, staff records, safeguarding paperwork, and operational documents to streamline access and free up space. Our professional service can take on the workload and streamline your archive.

Our ISO accredited process provides consistent, high resolution scans with clear naming conventions, and OCR technology makes files searchable and easy to use. As your records are scanned, we can create a comprehensive inventory, indexing each item to what’s relevant to you. If your archive grows or staff responsibilities change, we stay on top of new records and keep everything up to date so nothing is overlooked and your digital files remain accurate and complete.

Professional document scanning supports inspections, reduces admin time and ensures your digital archive is always accurate and compliant.

Indexing and managing education files

Managing education documents across different departments, let alone different sites, can be hard to coordinate. Our indexing and storage service brings structure to your archive by:

Assigning a unique barcode, and indexing each box/ file with a reference that’s relevant to your business. (For example, Pupil Premium Records September 22-23 or Free School Meals New Term 2024.)
Categorising records according to your institution’s requirements
Recording everything in a clear, comprehensive inventory
Allowing secure online access via our client portal.

We can also tailor user permissions so each person only sees the records relevant to their role. This keeps financial documents separate from student files, facilities records and staff HR paperwork, ensuring access is only granted to those who need it.

With a well organised archive, staff can retrieve the information they need quickly during audits, Ofsted inspections or internal reviews, supporting continuity across your school or trust.

Keeping safeguarding and academic records secure

Safeguarding documents, academic records and personnel information must be protected with the highest level of security and compliance. The team at Archive-Vault are DBS checked, and access to records is strictly controlled to prevent breaches and ensure confidentiality.

Our sites are monitored with internal and external CCTV and managed by vetted teams who understand the importance of protecting sensitive information. Combined with our fire and flood resistant buildings, this ensures your most sensitive records remain safe, compliant and preserved for the long term.

Simple collections and deliveries

Paperwork retrieval needs to be quick and reliable for school teams to meet tight deadlines. Whether you need a safeguarding file urgently or financial documents for an audit, we ensure that they reach you when you need them.

Next day or same day retrieval options
Vetted drivers and tracked vehicles
Secure digital access through our Scan on Demand service
Out of hours delivery available on request.

Our delivery service can be particularly useful for multi-site academies and universities to ensure consistent access across multiple locations.

Supporting the full document lifecycle

An efficient document retention system is key for education providers. We can assign destruction review dates for your records as they come into storage, helping you to stay compliant without straining your resources.

As each review date approaches, we notify you so you can easily check your records via the portal or onsite and decide whether to keep, extend their retention or securely destroy them. It ensures documents are only held for as long as legally required.

We handle confidential destruction in line with EN15713, covering paperwork, CDs, DVDs, floppy disks and SD cards. We provide a Certificate of Destruction that lists the exact items processed for your records.

Secure storage that protects your students and staff

Education records are sensitive and demand the highest standards of care. At Archive-Vault, your documents are stored in secure facilities with:

Controlled building access
Vetted staff and tracked vehicles
Internal and external CCTV monitoring

With rapid delivery or instant digital retrieval, you’ll always have access to the records you need. For secure compliant, education document storage, scanning and records management, get in touch today.

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

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

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

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

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 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

The service that Archive-Vault provides is exceptional. I use the service on a weekly basis and the team are thorough, professional and always extremely helpful. Thank you.

Research Governance Administrator, NHS Trust

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

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

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

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

Let’s talk about your records

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