Guide To Document Storage

Preparing your documents

The key to keeping everything organised is good listing and indexing.

Only you understand your system and where you keep everything – but you might not always have the time or resources to index the contents of all your boxes yourself, which is why we provide a comprehensive document indexing service here at Doxbond.

From sorting and listing individual documents to numbering and coding boxes, we’ll create a complete record of unique document identifiers, ensuring that the retrieval of your papers is quick and easy.

We can do this at your office, or we’ll come and collect your files if you prefer – providing you with cross-referenced lists and keeping you updated as we progress.

We understand that every business is different, so we offer a bespoke service for each client.

We’re happy to provide you with a quote, but ask that if you’re able to, to spend some time listing and indexing your documents yourself before we receive your items.

It will save a whole load of stress, time and effort when you want to access your information.

Condition of boxes

Often, archive boxes aren’t really fit for purpose, especially if they’re filled to the brim with heavy paper files.

The handles can break when they’re lifted or they can be squashed during transit, compromising your precious documents.

Here at Doxbond, we supply a variety of document storage boxes and containers that are perfect for archive, file or household document storage.

This isn’t to say that we don’t accept other boxes, but ours are much stronger compared to most.

We recommend our DB2 medium archive box to most of our clients as they’re easiest to handle and hold most A4 files comfortably.

All of our document storage boxes here at Doxbond are extremely robust and durable and offer a lifetime guarantee, so you can be confident that your important information is stored safely inside.

For a personalised quote or more details, be sure to get in touch with our team!

Boxes to come into storage

When your boxes are first sent for offsite storage, it’s a good idea to keep hold of the ones closest to their retention period (oldest and newest) if space and security measures in your office permit.

This way, you won’t be paying unnecessarily for storage just before they can be destroyed, and you’ll have boxes with the newest, most relevant information on hand for use.

All other boxes will be better stored offsite at our specialist facility in Cambridge.

Doing this allows you to be most productive with your archives, and you can retrieve or destroy your documents when required.

Each of your boxes will be labelled with a barcode, your unique customer code and box number to maintain confidentiality and will be assigned a unique shelf position in our secure warehouse.

Here at Doxbond, we use the industry-leading O’Neil barcoding system to scan, monitor and track your archive storage efficiently.

This system also allows us to check all file and box movement history.

File retrieval

We understand that when you want your documents, you want them quickly.

Whether you need to access individual files or entire boxes, we provide a prompt document retrieval service, and we can guarantee a convenient delivery slot that suits your schedule – saving you precious time, space and effort.

The more information you provide us with, the better – especially when you request individual files from your boxes.

Your name (first and last), address, matter information and any reference numbers are all very helpful and allow our team to double-check that the file is the one you’ve requested, in case of similar surnames, etc.