Document Storage & Management

You'll be surprised just how little it'll cost you.

And after the initial set up fee, we won't charge you another penny for when we collect and archive storage boxes for you - and there's no minimum requirement for our document storage facility: we’ll organise and collect 1 box or thousands of boxes, according to your needs.

Each box is labelled with a bar code, your unique customer code and box number, to maintain confidentiality, and assigned a unique shelf position in our secured warehouse. We use the industry – leading Oneil bar coding system to scan, monitor and track your archive storage efficiently, and we can check all file and box movement history through this system.

If your GDPR requirements are to store confidential documents offsite, look no further as we offer the solution by holding your records in a secure monitored offsite location with easy access via our retrieval service, delivering directly to your office or place of work.

Our ISO 9001 quality management system means we follow strict procedures from start to finish to ensure your important documents are kept safe at every point in the collection, storage and retrieval chain.

To keep the volume of boxes in document storage managed so that you don’t store boxes long after their required retention period, we offer a destruction service, you can set reminders initially or just inform us once they are ready for disposal, we send out a consent form and once that is signed we destroy the relevant boxes( a certificate of secure destruction is then issued as with our other confidential waste services). This keeps your box numbers down saving unnecessary costs. However, if you wish for us to continue to archive storage boxes that have been in our warehouse for some time, there is of course no issue

What if I want to destroy documents?

Our document storage facility is run on a closed basis, no visitors are permitted to enter our warehouses without a prior appointment.

We monitor the warehouse temperature and humidity on a daily basis, have regular PAT and circuit testing and a quarterly pest control check. Our CCTV can be monitored 24 hours a day and we reside on a gated estate (please ask for a full information document on our storage and security facilities).

You can rest assured that the contents of your files will remain confidential. To ensure that your documents are protected, all of our staff members wear branded uniforms, sign confidentiality agreements, and undergo the appropriate Criminal Records Bureau (CRB) checks.

Document storage can work for home offices too, even if it’s small amounts we can collect and deliver to your address with no problems. We will communicate with you to make sure we know when you are available and then we will be delivering.

Just remember, no document storage task is too big!

Frequently Asked Questions

How long can I keep my documents in storage?

Typically, we sign an initial 12-month or 2-year fixed-price contract here at Doxbond.

If you want to sign up for longer, this is something our experts would be happy to discuss with you, but in such uncertain times, 12-24 months seems to be a period that most of our clients are comfortable with.

During or after this time, some documents may need to be destroyed – depending on their contents and how old they are.

For instance, accounting records generally need to be kept for 6-7 years.

We know legal documents have varying retention periods, sometimes indefinitely. So if you inform us of your regulatory requirements and retention periods we can help set up a system with you to destroy items, with your written consent, as and when required. Knowing what to keep and when to get rid of things can be a bit of a difficult task, especially on top of all your other business duties, but we’re here and more than happy to help.

We can quickly get to grips with your business and assist in the organisation and management of your documents – alerting you when they need to be destroyed.

For a FREE no-obligation quote for document storage at Doxbond, get in touch with our experts today!

What are the benefits of document storage?

Besides helping you to be much more organised, document storage offers many benefits for all kinds of businesses, including:

• More storage space – Every business owner knows how quickly different papers can mount up. Of course, you need somewhere secure to keep them, and the go-to is the classic grey metal filing cabinet. You may already have a few sitting around the office, taking up valuable space that could be used to enlarge workspaces, for example. When you store your documents at an offsite facility, you’ll have much more room to expand.

• Improved workflow – With so many documents lying around, it can be difficult for your employees to find what they need quickly, especially if you don’t have a proper filing system in place. At Doxbond, we take care of document organisation for you, so you can access your documents quickly without having to waste important time searching through them.

• Better data security – It can be hard to monitor paper-based information in the office, especially when there’s so much of it.

When left lying around on desks or in unlocked filing cabinets, pretty much anyone has access to your documents. But when they’re in a secure storage facility, only approved staff members can access certain documents, so you can be confident that your sensitive information won’t fall into the wrong hands.

Can I store personal documents at Doxbond?

Absolutely!

We don’t just offer commercial document storage, but domestic document storage, too.

If you need a place to keep birth and death certificates, national insurance numbers, marriage licences, divorce certificates, insurance documents, or wills and powers of attorney, we’ve got you covered.

Our document storage service is the ideal solution if you need someone to keep a close eye on your papers if you’re going to be away from home for a while, or simply want to put a more effective organisation system in place.

You can access your documents at any time, and if you no longer need them, we can destroy them for you, too.

To find out more about how domestic document storage works here at Doxbond, or to request our services, give us a call today on 01223 964 379 – or email us at enquiries@doxbondcambridge.co.uk and we’ll be in touch with more information shortly!

Will I be able to access my documents at any time?

Of course!

We understand that when you need access to your documents, you’ll need it quickly, which is why, whether you need access to individual files or full boxes, we offer a prompt delivery service.

Offering both next-day and same-day delivery, we can arrange a delivery slot that suits you best. If this isn’t fast enough, we can arrange to scan and email copies of your documents over for instant access.

When requesting your documents, be sure to provide us with as much information as possible – such as the client name, address, and reference number – to ensure our staff send the right documents and find them as quickly as possible.

Request a Free Quote