Document Storage - Our document archive storage and box storage management services

Cost effective archive storage of business critical documents, such as accounting records, statutory company records, client files, legal documents and files and healthcare records, is a modern necessity but it need not be a modern headache. Our professional archive storage management staff are able to assist you with planning the storage, archiving and management of your records at our UK box and document storage centre.

Archive Storage Warehouse

A comprehensive catalogue is maintained for your files storage, registering all activity (views) of stored documents and boxes and if required planning for the eventual destruction of documents when they are definitely no longer required.

Archive storage of your documents off site – does not mean that they are inaccessible – in fact due to our specialist recording and coding processes accessing the right document at the moment you need it is both possible and care free.

At the end of the useful life of your document, destruction can be arranged on or off site.
Certificates of destruction are always issued to assist with your own record keeping and legal compliance.

There are many differing but sensible reasons that companies use our archiving facilities:

  • Secure space at far less cost than sq foot business rental
  • Specialist librarian style archiving and state of the art bar coded tracking
  • Risk management and disaster planning strategies to safeguard their enterprise
  • Quiet, private and comfortable facilities to work with and review large quantities of documents

Your documents are important!

Your documents may require significant storage space and even though they are critical to your business some are only viewed occasionally, or perhaps only one in five, is actually business critical.

We can store your documents, protecting them from theft or environmental damage and also index them so that when you need then you know exactly where they are and can access them immediately. You can rely on us for all your paper storage, secure box storage, document storage and records management requirements.

Stored in dedicated warehouse facilities, all RHDS archive storage boxes are constructed using pH - neutral cardboard, with double thickness ends and double thickness base and sides for added strength.

If and when your document reaches the end of its useful life we can undertake secure destruction and recycling on our own premises, issuing Certificates of Destruction for your records. We can even help you plan and manage your information so that documents that are no longer required under statutory timescales or indeed according to your own archiving regulations, are identified automatically for review or destruction.

Storage Services

We provide a full service professionally managed archive storage service, covering the following areas :

Collection

We arrange the transfer of your records to our site at a time to suit you. All transfers use unmarked vans, for security. We collect primarily in the Liverpool Street, Bishopsgate and The City of London areas.

A free collection service is offered for organisations transferring in a significant amount of archive material.

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Indexing your documents : State of the art software

All your archive boxes are bar-coded and indexed. We use a bespoke softwarepackage written to our own specifications, so that we always know the exact location of every box, and so that accessing boxes is fast and efficient.

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Storing Your Archives

Our dedicated storage warehouses protect your documents from fire, theft and environmental damage.

RHDS archive storage boxes are constructed using pH-neutral cardboard, with double thickness ends and double thickness base and sides for added strength.

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Retrieving and delivering archives

On our site

We have a private, quiet and comfortable office suite available for your staff to work in as they review your documents. Retrieving the archives is almost immediate. The date and time of every viewing is digitally recorded on the document's individual tracking record.

To your site

Documents can be delivered back to your own site the next working day by our delivery vans. If it's urgent we will arrange delivery by a courier service, Document Exchange, Special Delivery Postage or e-mail.

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Scan on Demand

Our Scan on Demand services means that accessing documents stored with us can be quicker and easier than accessing documents stored in your own office. Just let us know which document you need and we will deliver it to your screen in less than 30 minutes.

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Document Destruction

We securely and completely destroy documents, to save costs and protect confidentiality. We certify the destruction of each box.

We can provide secure containers and collect the documents from your premises. This facility is open to clients who do not use our full archive storeage services.

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Retention Schedules

We work with you to define a records retention schedule, so that we both meet your legal and business requirements for retention, and minimise your storage costs. As soon as a box is no longer required we securely destroy it, and give you a certificate confirming the destruction.

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