Archive Storage FAQ

Secure Data MGT Van

Storage

We have specialist document storage solutions for any types of paper records across many sectors, including high security compounds for wills, deeds, architectural drawings and financial statements.
Yes. We have three standard reinforced boxes of different sizes to suit A4 paper, lever arch files and oversized document types.
No. We are happy to continue using your current archive storage boxes, so long as they are not damp or contaminated in any way.
Yes. We operate a secure data tape vaulting facility with environmental control and a 4-hour fire-proof rating.
No. We understand that storage needs vary a lot with each organisation, so have developed fair and clear monthly pricing to cover all quantities of documents.

Ordering & Management

You can request items by calling our operations team on 01285 771 545 or emailing us. You can also perform your own document management actions through our web-based platform.
Either the unique barcode number that we provide, or your own unique box reference number.
Yes. You will be assigned your own account manager who you can contact during working hours as well as our customer services team (without any call waiting).
Your records can be tracked by box or by file using our barcode inventory system. You can set your own lookup criteria and manage your archives through our online platform, or you can call our operations staff for assistance.

Pricing & Payment

Like with any form of storage pricing varies dependent on the total quantity of space used. We calculate this by cubic feet and offer competitive rates for both small and large requirements. Get in touch for a competitive document storage quote today.
We invoice monthly in advance for storage costs and monthly in arrears for any additional services that you use.
If you aren’t satisfied with your service we believe you should be able to leave. This is why we don’t insist on long contract terms. Our standard agreement is for an initial 12 month period, after which the service can be cancelled any time with 90 days written notice. We believe our service speaks for itself, so if you have any concerns let us know – we can be pretty flexible with our terms.
Yes, dependent on the situation. We can often cover these costs, offer improved service and cost reductions, but we will need to assess your current contract.

Delivery & Collection

Just give us a call after you have attached the unique barcodes we provide to each box. We’ll come and collect them the next working day, directly from your office.
Only us. Your files are picked by our operations staff in our records storage centres and transported by fully vetted Secure Data Management drivers in our own vehicles. All of our vehicles are internally locked and come equipped with NavMan GPS tracking, meaning you can choose to receive automatic email alerts 10 minutes before your records are due for delivery.
Place your request with us by 5pm for next morning or afternoon delivery. You can pick a 30-minute delivery window and track your items during transport.
We can have your physical records back to you within 4-hours using our trusted third party courier. We can also scan a particular file back to you via secure email within 3-hours using our scan-on-demand service.
We primarily serve business in the south of the UK (along the M4 corridor from London to Bristol). Visit our locations page to see which towns we service daily.

Security

All of our data-centres are monitored by 24/7 video surveillance and staff in secure gated compounds, with the latest in intruder and disaster prevention systems.
Yes – our staff sign confidentiality and non-disclosure agreements and never look inside your boxes unless given written permission to do so. Further, the unique barcode number is all we need for tracking, so details of box contents don’t need to be written on the box.
Unfortunately not. As with most storage companies we can’t cover for consequential loss as the value of data is subjective. You will however receive much better insurance quotes by storing with us as our high security facilities provide a greater care of duty.

Miscellaneous

Yes, we take this very seriously. We are accredited by The Contractors Health & Safety Assessment Scheme (CHAS).
Yes, this is our specialty. During our initial meeting one of our storage consultants will help you develop a records schedule. This will result in a documented retrieval and retention policy to help you effectively manage your archives.