Medical Document Storage

Trusted healthcare records management

From NHS trusts and GP surgeries to dental clinics and private healthcare providers, records management underpins safe and effective care. Patient information must be protected, well organised and easy to retrieve, without taking up valuable space or adding to administrative pressure.

Our medical records storage and scanning services support healthcare organisations of all sizes. We provide secure, fully compliant solutions that give fast, reliable access to patient records while meeting NHS, GDPR and wider healthcare regulatory standards. The result is a dependable service built around the fast-paced, compliance-led nature of healthcare.

Online
client portal

ISO
accredited

100% of clients
recommend

Barcode
tracking

24 hour
delivery service

Data compliant

Medical records storage you can rely on

Archive-Vault provides a reliable medical records storage service trusted by healthcare organisations across the region. We have built long-standing relationships with many of our clients who continue to rely on us and confidently recommend us to others.

We understand that fast, secure access to your records is critical. Whether retrieving patient files, clinical notes, referral letters or archived health records, flexible retrieval options are available to suit operational demands. Standard, next-day, same-day and out-of-hours delivery ensure records are where they need to be, when they are needed. For a digital alternative, scan-on-demand provides secure electronic copies of documents such as consent forms, test results and discharge summaries, supporting continuity of care without delay.

A comprehensive patient record inventory

A well-managed patient record inventory supports effective governance and makes audits far more straightforward. Our indexing service ensures every file is logged, organised and easy to locate when needed.

We can index patient records using references tailored to your organisation’s requirements, including:

Patient name
Date of birth
NHS number
Department
Record type

Each file is assigned a unique barcode so every moment is traceable throughout its lifecycle. All records are visible through our secure online client portal, giving you full visibility and control whenever required.

Records at your fingertips

When patient care depends on timely information, delays simply aren’t an option. Our secure online client portal allows you to view, manage and access your offsite records anytime, anywhere, giving you complete control of your inventory.

The portal brings everything together in one place. You can request files, book collections, request confidential destruction and order additional archive boxes quickly and easily. User permissions are tailored by department and level of responsibility, so staff only access records relevant to their role, supporting confidentiality across the organisation.

Digitise your records

Many healthcare organisations are moving towards digital records management to improve access, efficiency and compliance. This can include Lloyd George packets, clinical notes, patient files, staff records, referral documents, and wider operational paperwork.

Our scanning service converts physical files into secure, searchable digital records, making retrieval quicker and more straightforward, particularly for remote or multi-site teams. Using OCR technology, each document is carefully indexed to reflect the way your organisation works, creating a clear and digital inventory that keeps information organised and easy to locate.

Keeping patient records and sensitive records secure

Protecting confidential information sits at the core of our service. Healthcare records are handled through controlled access and robust processes designed to maintain security at every stage. Access is limited to vetted staff, and our fire and flood resistant facilities are monitored by 24-hour CCTV, ensuring records remain protected throughout storage and retrieval.

Archive-Vault is ISO accredited and audited by a UKAS-accredited body, demonstrating our commitment to the highest standards of information security and professional service delivery.

For NHS organisations, we have also completed the Data Security and Protection Toolkit (DSPT), aligning our practices with National Data Guardian standards for handling information. The DSPT reinforces the importance of accurate, up to date data that is shared appropriately, supporting informed decisions and continuity of care. It also reflects the legal responsibilities placed on healthcare providers and the trust patients place in services to safeguard their personal information.

A budget to suit

We understand the financial pressures facing the NHS and healthcare providers today. Storage and retrieval services are tailored to operational needs, keeping costs transparent and proportionate.

Whether the requirement is short-term storage, long-term archiving, digitisation or retrieval, we’ll recommend the most cost effective approach without compromising on security or accessibility.

Peace of mind, reclaimed space, and total control of your records

Digitising medical archives or moving records to secure offsite storage helps release valuable space within healthcare premises. This can support more room for additional services, appointment capacity, or improved working areas for staff.

With structured long-term storage, clear audit trails and reliable access when records are required, patient and operational documents remain organised and protected throughout their lifecycle. The result is a records management approach that supports day to day operations while maintaining long-term oversight.

To discuss your requirements, speak with the Archive-Vault team.

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

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

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 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

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

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

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 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

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

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

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.