Pharmaceutical & ClinicalDocument Storageand Management

Secure physical document storage for Pharmaceutical

Trusted by a range of clients and businesses

Pharmaceutical Document Storage

The pharmaceutical industry is highly regulated, as are the processes related to the recording and documentation of the testing, manufacturing, and production of drugs. For many organisations, information is meticulously recorded in Lab Books, with each page number recorded along with a user signature.

We have been commissioned to store physical books for both safety, and future audit requirements. With options for retrieval of books, pharmaceutical companies often use our range of services.

Healthcare Document Storage & Retrieval

Pharmaceutical documents are securely stored within boxes in our racking.

Supports regulatory compliance by securely storing clinical, trial, and manufacturing documentation in line with industry standards
Protects sensitive research and intellectual property with secure, controlled storage environments
Ensures audit readiness with fast, reliable access to critical documents when required
Frees up valuable lab and office space for core pharmaceutical activities
Enables secure long-term archiving and compliant document retention and destruction

Pharmaceutical Documents We Manage

Clinical Trial Documentation

Protocols, investigator brochures, case report forms, and trial results.

Regulatory Submissions & Approvals

Documentation submitted to regulatory bodies such as the MHRA, including approvals and correspondence.

Batch Manufacturing Records

Detailed production records for each batch, including ingredients, processes, and quality checks.

Quality Assurance & Control Records

Testing results, validation documents, and quality control reports.

Standard Operating Procedures (SOPs)

Documented processes and procedures for manufacturing, testing, and compliance.

Pharmacovigilance Reports

Adverse event reports, safety monitoring data, and risk management documentation.

Research & Development Files

Experimental data, study reports, and formulation development records.

Audit & Inspection Reports

Internal audits and external inspection findings from regulatory authorities.

Supplier & Vendor Documentation

Contracts, certifications, and qualification records for suppliers and partners.

Product Registration Files

Documentation required for product licensing and market approval.

Training Records

Staff training logs, certifications, and competency assessments.

Environmental Monitoring Records

Cleanroom monitoring data, contamination controls, and environmental compliance reports.

A selection of our clients

Get In Touch

If you would like further details on our document storage services please click here for a quick quote or reach out to us on 08081 454647.

Other Physical Document 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.

Do you provide physical document storage across different locations and industries?

Yes, our physical document storage, archive storage, and retrieval services are available across multiple UK locations, including Cambridge, London, and the Midlands, helping businesses securely store and manage important records offsite.

We work with a wide range of industries that require dependable and compliant document handling, including healthcare, legal, government, and commercial sectors.

For detailed information on document storage locations and supported industries, view our dedicated page: Document Storage Locations and Sectors.

Enquire today about our pharmaceutical document storage services

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