Guide To Document Retrieval

Indexing your documents

The key to a smooth, stress-free document retrieval experience is good indexing.

From sorting and listing individual papers to numbering and barcoding boxes, document indexing not only ensures quick and easy retrieval of your files but also enhances organisation and helps save time.

For busy businesses or individuals, doing this yourself can be quite a daunting task, especially considering all the other things you have on your plate.

This is why, if you need us, we’re here to help.

We can complete the process at your home or office or, if you prefer, we’ll come and collect your files and provide you with cross-referenced lists – making sure to keep you in the loop as we progress.

All of your files and boxes will be stored at our secure, state-of-the-art facility in Cambridge, where they’ll be protected by a monitored intruder alarm and under 24-hour CCTV surveillance. So, you can rest assured that your sensitive personal or business information is in the safest hands.

Boxes that come into storage

When deciding which boxes you’re sending for off-site storage, it’s a good idea to keep hold of the ones that are closest to their retention period (oldest and newest) – space and security permitting, of course!

This way, you won’t be paying unnecessarily for storage before they’re due to be destroyed, and you’ll have the freshest, most relevant information on hand whenever you need it.

All other boxes will be better off stored at our facility.

This way, you can be more productive with your archives and retrieve or destroy certain documents as you go.

As we’ve mentioned, each of the boxes stored at our warehouse will be labelled with a barcode and your unique customer number, and will be assigned a unique shelf position.

At Doxbond, we use the industry-leading O’Neil barcoding system to scan, monitor and track your documents at our warehouse efficiently and ensure that you’re able to access your documents without any fuss.

Retrieving your files

Whether you need to access individual documents or entire boxes, our storage system ensures a speedy retrieval process every time.

From picking and packing the items to barcoding, delivering and refiling your documents, we’ll take care of everything for you. You’ll barely have to lift a finger!

When requesting your files, you’ll need to provide us with a few details to make sure we lift out the correct ones.

Your name (first and last), address and customer reference number are all very helpful and will allow our team to double-check quickly that the file is the one you’ve requested.

We always recommend assigning document retrieval to one or two contacts in your company – to help you keep track of who’s requested what and when.

Additionally, if you have security concerns, you can set up a password system to ensure that only your designated staff members can access and request retrieval of your files in storage.