Our Records Management Service will Store it Professionally, Efficiently And Securely.
Records Management and Archive Box Storage
Secure and Efficiently Managed Document Storage Service.
- Records Management Service.
Next Day Retrieval Service.
Same Day Retrieval Services.
Scan on Demand Service.
- VESDA Fire Protection.
- NFPA Sprinkler Systems.
- NACOSS/BS5750 ISO Standards, PD6662.2004 and BSI DD243.2004.
- Industry Leading O’Neil Records Management Software.
- Gas Suppressed Vault Storage.
Specialists in Small and Large Archives.
Box Level and Document Level Management Barcode Tracking.
Onsite and Offsite Cataloguing Services.
Document Retention Management, Life Cycle Management.
Competitive Pricing for Large and Small Archives.
full service
Secure, Efficient Processes
Secure Collection of documents
Box and File Barcoding
Quality Control
Secure Archive Storage
Fast, Secure Retrievals and Refiles
Scanning on Demand
Secure Document Shredding after Retention
plan of action
How We
Do It
full service
Document Archive Storage
Is your office space being consumed by stacks of archive boxes, tax records, and legal files? Scanning and Data Solutions Limited provides secure, cost-effective hard copy document storage and records management services across the UK.
By shifting your physical archives into a fully managed, high-security offsite facility, your business eliminates expensive commercial real estate waste.
The storage facility is dedicated to hard copy document management (document archiving) and scan on demand requirements. The archives are based in dedicated and purpose built archive warehouses. The warehouses are fully equipped with state of the art fire protection and intruder protection and emergency generator backup. The sites are secure and house hundreds of thousands of archive boxes.
Barcode-Tracked Chain of Custody: Utilising an advanced data capture and tracking process, every single box is assigned a unique tracking ID Barcode. Boxes are scanned at collection, in transit, and upon arrival at our facility, ensuring a 100% visible audit trail.
Additional Climate-Controlled Security Vaults: Our facilities offer protection against environmental threats. Your critical documents are stored safely away from unauthorised access, dust, dampness, and deterioration.
Each box has a unique barcode attached and this barcode is then registered to a warehouse location. It is possible for each file can be barcoded, depending on the exact requirement. The operation is managed by industry leading O’Neil Records Management Software.
Moving your hard copy archives offsite doesn’t mean losing access to them. We offer flexible, fast-turnaround document retrieval options designed for hybrid office models and agile teams:
Next-Day Physical Delivery: Need the original file back? Request your indexed boxes from an Authorised Person and we will deliver them straight back to your corporate premises.
Rapid Scan on Demand: For instant access, our on-site high-speed scanning bureau can locate your specific box, retrieve the required file, digitise it and deliver it via a secure, encrypted link within hours. This reduces transport carbon footprints while enabling hybrid workers to view documents instantly.
In the instance where the documents have been scanned by us, the index data from the scanning process can be used as the index for the boxes. The scanning project procedure will create a database of the contents of each box. The system tracks the location and history of each item for every document archive.
When you need a document or a box returned, you simply send us an email by 14:30, and the item will be delivered to you the next working day. Same day services are also available. We can also offer the facility for the items to be scanned and loaded to a secure Cloud Service (Scan on Demand).
Each Archive is setup with Authorities, this is a person or people in your organisation that are permitted to issue instructions to us. All Retrievals and Work Orders must be initiated by these Authorities in order for the request to be processed.
We are perfectly happy to look after just a few boxes, as well and thousands. Every one of our clients, large or small, is vital to our box storage operation.
We are registered with the Information Commissioners Office for Data Protection and GDPR Compliant (reg Z2002164) and have signed the Data Protection Promise, we also have confidentiality agreements and GDPR Data Processing Agreements for this.
We are able to offer onsite and offsite cataloging of your documents into their archvie boxes, i.e creating a database of the contents of each box. If we have previously scanned the documents, this service is provided during the scanning process, so there is no need to index the documents again.
Document Archive Storage
- Secure, Confidential, purpose built warehouses
- Emergency generator backup
- State of the art fire and intruder protection
- Managed by industry leading O’Neil Records Management Software
- Next day, same day and scan on demand retrieval services
- Small archives and large archives are catered for
- Document cataloguing services including onsite services
- Efficent and professional service