Finance Document Storage

Secure storage and retention for the finance sector

For firms regulated by the Financial Conduct Authority, retention requirements form a key part of compliance. We work with FCA regulated organisations and structure our processes around those obligations, supporting firms that must retain financial records for set periods as their archive continues to grow.

Invoices, insurance records, purchase orders, credit agreements and payroll records all need to be stored securely, tracked accurately and reviewed at the right time in line with regulatory requirements. Our finance document storage service is designed to reduce that pressure.

Every box is indexed, barcoded and logged within our records management system, creating a clear audit trail from collection through to retrieval or authorised destruction. You remain in control of your archive at every stage.

Online
client portal

ISO
accredited

100% of clients
recommend

Barcode
tracking

24 hour
delivery service

Data compliant

Controlled financial management with full oversight

Financial records require confidentiality, controlled access and clear accountability throughout their lifecycle.

Our offsite storage is delivered from secure, ISO accredited facilities, supported by vetted staff and tracked company vehicles. Whether you need payroll data, historic tax documentation or client agreements for audit review, your records remain accessible through standard, next day or urgent retrieval options.

We support organisations of every size, from sole practitioners and independent accountancy firms to large, multi-site financial businesses. As your client base and responsibilities grow, your archive grows with you, helping you stay organised and in control at every stage.

Digitise your financial records

Over time, financial and insurance paperwork can accumulate across departments, legacy filing systems or office locations. When records have built up over many years, or after periods of growth or acquisition, document scanning can help bring everything together into one clear, consistent archive.

The team at Archive-Vault will collect your documents and prepare each file carefully for scanning, removing paper clips, flattening creases and ensuring every page is captured accurately. Documents are then indexed in line with your chosen reference structure before being returned to you via SharePoint, encrypted USB or uploaded directly into your own document management system.

This process can bring order to historic files, creating a structured and searchable inventory that reflects how your business operates today. Where original documents must still be retained for regulatory purposes, digital copies can improve accessibility while physical records are managed securely.

The outcome is greater visibility across your archive without compromising governance or compliance.

Indexing and managing financial archives

A well organised archive is essential for maintaining regulatory oversight and record confidentiality. Without clear referencing and retention tracking, financial records can quickly become difficult to monitor and retrieve.

Our finance document storage service includes structured indexing tailored to your internal systems. Every file is assigned a unique barcode and logged within our records management software, creating a clear audit trail from intake through to retrieval and authorised destruction.

We work with you to organise records in a way that reflects how your firm operates. This may include categorising documents by client name, account reference, financial year or department, ensuring information can be located efficiently when required.

All records are visible through our secure online client portal, accessible at any time. Combined with defined retention review dates, this structured approach ensures your financial archive remains organised, compliant, and fully accountable.

Protecting sensitive financial information

Financial records demand the highest levels of security and governance. Archive-Vault is ISO accredited and audited by a UKAS-accredited body, reflecting our commitment to information security and professional standards.

Our fire and flood resistant facilities are monitored by internal and external CCTV, with controlled access and authorised, vetted personnel. Tracked vehicles and secure handling procedures maintain a complete chain of custody during collection, storage and delivery.

Whether you are regulated by the Financial Conduct Authority or operating within wider financial compliance frameworks, our processes are designed to support your obligations under GDPR and the Data Protection Act.

Supporting the full document lifecycle

Secure storage is only one part of effective finance record management. Clear lifecycle management ensures documents are retained for the correct period and disposed of appropriately.

When review dates are reached, you remain in full control. Once destruction is authorised, all confidential information is processed in accordance with EN15713 standards. A Certificate of Destruction is issued for your records, providing documented confirmation of compliance.

Supporting business continuity

As teams expand, roles evolve or businesses restructure, archives can become reliant on individual knowledge or informal filing systems. A clearly indexed, externally managed archive removes that dependency. Records remain consistently organised and visible through a central inventory, supporting streamlined handovers and reducing disruption during periods of change.

For multi-site firms or organisations experiencing growth, a uniform storage and indexing structure also helps maintain consistency across locations. Documentation is managed within the same framework, regardless of where it originates.

In this way, finance document storage supports operational stability, helping firms scale or restructure without losing oversight of their records.

Secure storage that protects your clients

Maintaining accurate financial records is central to supporting your clients. Through structured indexing, clear retention review dates, and documented audit trails, every file stays traceable throughout its entire lifecycle. Offsite storage ensures sensitive information is managed within a controlled framework, supporting confidentiality, regulatory compliance and long term oversight.

For secure and compliant finance document storage, scanning and records management, speak with the Archive-Vault team today.

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

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

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

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

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

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

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

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 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

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 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

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.