Trusted, secure, confidential document storage
- Set-price quotes – guaranteed
- Security vetted movers
- Free removals insurance
- Free packing materials
- Full time, professional staff.
Trusted, secure, confidential document storage
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- Easy, low cost, transparent charges for document archive storage
- Health, Financial, Property, Investment and Medical document specialists
- Free intake including transport
- Guaranteed full-time staff, Disclosure Scotland certified for client security
- Guidelines manual for all staff with one to one training if required
- Online access for regular users
- UK based helpdesk open 7am – 5pm daily
Document Archive Storage - The Box Vault @ RSS
The Box Vault @ RSS is a leading provider of document storage and retrieval services. We are based in Central Scotland but provide a daily document management service across the whole of Scotland. We specialise in the management of Health, Financial, Property & Investment and Medical documents across all industry sectors.
Our newly built document storage facility offers the best conditions for the long-term storage and retrieval of secure business archive.
Get in touch today to find out how we can improve your service.
Document and data storage services
Off-site document storage is an essential part of the paper light business environment in which we live. Business records storage take up huge volumes of space housed within filing cabinets or on open shelf systems often in high rent locations. It can seem like a complicated process to put it all off-site– but it needn’t be.
We offer a flexible range of services that can be tailored to meet our customers’ specific requirements. Our facility provides a document storage resource unparalleled in Scotland.
We offer a free guidelines manual, one-to-one training, barcodes and registration forms to help your staff understand the need for accuracy whilst archiving documents for transfer off-site.
If you already use an existing provider for a document storage service, we can provide transport and funding to assist you to move and make immediate savings.
Just ask for our guidelines on how this process works. It’s as easy as that.
Our archiving services include the following:
- Default next day delivery and uplift.
- Same day service for urgent retrievals.
- Bar coding of files and indexing boxes for accurate audit tracking.
- Competitive storage rates to specific box sizes.
- Accurate retrieval of files or boxes to multiple specified locations.
- Monthly reporting services on your records and their movement.
- Secure online access for viewing and ordering of items in storage.
- Monthly transparent invoicing with no hidden extras.
- Complimentary client staff online training where necessary.
- Locally based English speaking helpdesk open 7am – 5pm.
Document Retention
Document retention is a very topical subject at present, and with the development of Data Protection Policies comes the need for hard copy storage.
We do not believe in storing your archive material off-site for longer than you have to. Using our software, we monitor and promote the destruction of archive material in a secure manner. We can produce monthly, quarterly or annual destruction reports tailored to our clients’ individual needs. All we need you to do is complete the review / destruction date on submission of your document archive and we will do the rest.
Once signed off for disposal, we have the processes in place for identification, pulling and tracking of the files or boxes for disposal followed by a Destruction Certificate. This is normally issued within 7 days of destruction.
All of our material is shredded to DIN 3, pulped and recycled to the highest industry standards with CCTV monitoring with our Data Security partners.
Document Security and Confidentiality
We respect your need for security and confidentiality when selecting your document storage provider. We are registered with the Information Commissioners Office as Data Processors Licence No: Z1656129.
You can be confident that your data is totally secure when stored off-site with The Box Vault. Our archive storage service means that you can access your records at any time with immediate online access.
Clients are welcome for accompanied tours of our storage facility, but on arrival we require visitors to deposit all phones, laptops, cameras and any recording devices at reception. They will also be required to read and sign a confidentiality agreement. There is no unauthorised public access to our facility.
- Fully trained, permanent, English-speaking employees. Disclosure Scotland checked with full understanding of client confidentiality.
- Access controlled doors with regular password changes.
- Full colour, 30-day digital CCTV across the entire securely ring fenced compound, remotely monitored out-of-hours.
- During transit we take the utmost care of your archive. Documents are moved in secure crates, boxes or document wallets.
- We never transport documents within cabs or through sub-contracted courier services. No vehicle with documents is ever left unattended, unlocked or loaded overnight.
- Secure, encrypted ordering of archives online.
- Full control over your archive material with full editing and ordering online. Secure access via user names and passwords mean no use of email or fax for personal records, as recommended by Data Protection agencies.
Electronic delivery is now available through our secure site for fast turnaround of files.
Guide for Archiving Documents
Read our Guidelines Manual for Archiving Documents for useful steps designed to guide you through the various processes in place to help you archive, help us find the correct archive material efficiently and deliver the correct item back to you when required.
The process is not difficult but has to be done in the correct way consistently to achieve the best results. Our main ambition is to offer cost efficiency that can only be achieved by following the guidelines.
Your welcome pack gives you a toolkit to manage the whole process. At any point if you are having difficulty, you can phone our Customer Service Centre 01506 443240 and they will be able to help you.
