Why do businesses need secure document storage?
Because over the course of its existence, a business or organisation will generate huge quantities of documentation: some to be kept in perpetuity, some to be kept for a limited amount of time, some to be destroyed after a certain period of time – and all to be managed properly.
Storing documents properly is in many instances a legal requirement: The Limitation Act 1980, for example, insists that all commercial contracts and agreements are kept on record for six years. In other instances, it’s an operational requirement. A law firm may have to store documents relevant to certain ongoing or historical cases: they won’t need to be consulted all the time, but they will be required at some indeterminate point in the future.
Digitalisation may have reduced the sheer volume of physical records, and cloud storage may have made it easier to manage other records online. But in many cases, there are legal and operational requirements to keep hard copies alongside digital copies – and securely. If the physical integrity of a document is compromised, it can be difficult or even impossible to replicate it.
In fast-moving, high-pressure working environments, secure document storage is essential: theft, natural disasters, and accidents such as fires can compromise your archives – alongside natural human errors such as loss or shredding. Fail to manage your records correctly, and you’ll face higher labour costs, reduced office space, and possible fines.
At Access Records Management, we can create and implement a document retention strategy that maximises security, efficiency, and accessibility.
How it works
We offer a comprehensive, end-to-end document storage service that includes collection, physical archiving (including ‘dead’ file storage for records that aren’t required for long periods of time), retrieval, and couriering – as well as scanning and destruction services.
Our secure document storage is exactly that: secure. With round-the-clock CCTV surveillance, two metre perimeter fencing, full flood and fireproofing, ISO:9001 certification, and Redcare fire and intruder alarm services linked to a central in-house monitoring station – manned 24/7, 365 – the safety and integrity of your records is all but assured. All staff are uninformed and carry photo ID (ensuring they cannot handle private documents), and unauthorised persons cannot access them.
In terms of how we manage your documents, we use a clear cataloguing system to ensure that all boxes are stored in logical fashion. These boxes are available in small (<100), medium (101-250), and large packages (250+), which can include free monthly collection, destruction data planning, and account management.
Our secure document management solutions balance reasonable pricing with superlative customer service: if you want to outsource your records storage and archiving, we offer a quality, cost-effective option.
How your business benefits
When you work with Access Records Management, you benefit from:
Extra office space: Outsourcing your records frees up room for additional desks, leisure space, and whatever else you require.
A lighter administrative burden: No more filing; no more storing; no more searching for lost records. We’ll take care of it.
A quality customer experience: At Access Records Management, we offer comprehensive support and consultancy for all your secure document storage needs.
Reactive service: We’ll make sure you’re prepared for the unexpected.
A local supplier: We serve businesses and organisations all over London.
Expert advice: At Access Records Management, we can help you create and implement your document retention policy.
Why Access Records Management?
We create customised, secure document storage solutions for organisations all over London. We’ve helped public sector institutions, including schools, government bodies, and medical practices.
We’ve helped the non-profit sector, ensuring that charities keep their records scrupulously safe and secure.
And we’ve helped dozens of commercial businesses operating in legal, architectural, and financial services – amongst others.
What’s more, we’d love to help you.
Get in touch with our secure document storage specialists to discuss your requirements.