Other Physical Document Storage FAQs
What sort of boxes do we need to use for storage?
Boxes should be of sufficient construction for stacking on pallets and should not contain material that weighs more than 20kg for each box. We can advise clients on suitable boxes if required. We retain the right to reject boxes delivered to our facility if overweight or of poor construction.
All boxes must be marked by number by client (min 2 box ends) in order for tidy stacking and database entry. Numbering / colour-coding can be used as required by client.
Where are boxes stored?
For over 20 years we have had a separate document storage warehouse facility based near Kings Ripton, Huntingdon, which is CCTV monitored, secure, and alarmed, with intruder and fire/smoke detection. Boxes are rack mounted on pallets.
How do we handle the secure storage of documents?
We can arrange collection in bulk or in smaller quantities, of properly constructed boxes or, the client can arrange for delivery themselves.
Firstly, as boxes are stored in tiered racking in our document storage facility, clients need to use appropriate box size and construction to retain integrity, especially over a long storage period, before filling with files (paper weighs a lot!). We can provide advice on the correct specification and even arrange for the purchase of suitable boxes if required.
Next, all paper-based boxes should be labelled with the minimum requirements being the marking of box ends with the same relevant box number. A list of boxes to be collected for document archive storage should also be emailed in advance, to act as a check list on delivery.
Once received, we check the boxes in and enter the details such as bay location onto our database. We also confirm receipt and notify the client of any boxes that don't meet the agreed storage standards.
How quickly can boxes be returned from storage?
Options include a standard 48 hour turnaround from client retrieval request, or an emergency 24 hour service for more time-sensitive retrievals. Boxes will be delivered via our secure courier service.
Is there a minimum contract period?
Yes, the minimum contract period for storage is two years.
Do you provide a confidential shredding service for records that are beyond their required storage lifespan?
Yes, assuming the client can provide accurate information (i.e. advance notice of destruction dates for stored boxes). We will then add this information to our database and schedule these for confidential on-site shredding. However, we will always send a destruction order for the client to sign off at least 1 month before the scheduled destruction date.
Costs for this service are based on weight, which will be quoted on an ad-hoc basis.