Document Storage Services

Storing and Accessing your Documents

Each client is given a dedicated storage bay for their documents. This bay remains the same at all times—any items retrieved are always returned to their original location. This reduces the risk of documents being lost or misplaced. Unlike many other providers who use a ‘random storage’ system, our method ensures consistency and better tracking.

Document collections, retrievals, and deliveries can all be managed via our secure online web portal.

All deliveries and collections are carried out using our own branded, GPS-tracked vehicles, driven by uniformed staff. Every item is scanned at each stage using mobile scanners, ensuring complete traceability throughout the process.

If you require immediate access to documents, they can be scanned back to you, wherever you are in the world, within 3 hours using our Scan on Demand service.

Wills and Deeds

Critical documents such as wills and deeds are stored within Durasteel, fire-resistant vaults. The vaults are humidity controlled, fully alarmed, CCTV monitored, and access is controlled via a swipe card.

The vaults have the added protection of Inergen fire suppression systems. They automatically reduce the level of oxygen in the vault to below that required to sustain combustion, and typically extinguish a fire within 40 seconds.  The gas is safe for humans and the environment, and leaves no residue.

Where individual deed packets are requested, we can arrange to deliver them within sealed crates.

Items are accessible to our clients 24 hours per day, 365 days per year, and can be delivered back the same day, the next day, or digitally available via our secure web portal.

There’s more about Will Storage on our dedicated will storage website.

Digital Media Storage

We can securely store and manage all types of digital media including:

• Hard drives.
• USB memory sticks.
• DLT/DAT tapes.
• CD Roms/DVDs.

All items are stored within Durasteel vaults. All vaults are:

• Fully alarmed
• Fully access controlled
• CCTV monitored
• Have Inergen fire suppression systems
• Humidity controlled

Lockable transit cases are available to purchase or rent. Items in storage are accessible 24/7/365 and can be delivered to you on the same day or the next day.

Switching from a current Provider

If you are looking to move your records from a current provider to us, we can make the transition hassle-free and seamless with no break in service.

• We will liaise directly with the incumbent supplier.
• Collecting a minimum of 250 boxes per day.
• All boxes are given a barcode upon intake.
• We confirm all items collected on a daily spreadsheet.
• All items are securely stored and details uploaded onto our web portal
  within 24 hours of arriving at our record management system.
• At the end of the transfer period we will reconcile received items
  against the original list to ensure a complete and successful handover.
• Your dedicated account manager will handle any discrepancies on your
  behalf to ensure a hassle-free transfer.

Accreditations

To offer exceptional client service, quality and compliance are paramount. We hold the following

• PAS2060 Carbon Neutral Company
• ISO 9001 Quality Management System
• ISO 14001 Environmental Management System
• ISO 27001 Information Security Management
• ISO 45001 Health & Safety Management System

Internal Security

• Visitors are by appointment only, signed in and escorted – Prior to site
  visits, visitors & contractors are requested to complete visitor entry forms
  and confidentiality agreements.
• Access control – All doors leading to the records centres and admin
  areas are only accessible with a swipe access card.
• Internal and external colour CCTV cameras for 24-hour surveillance
  recorded to a digital video recorder – digital recorder is in a secure area
  and holds recordings for 30 days.
• NACOSS approved and maintained intruder alarms with GSM Redcare
  Intruder alarms are monitored 24/7 by an independent monitoring
  station.