Trusted, secure, confidential document storage

  • Set-price quotes – guaranteed
  • Disclosure Scotland certified moving team & staff
  • Free removals insurance and packing materials

Trusted, secure, confidential document storage

“We're delighted with the work that you have done over the Summer ! Great team effort.”

IY, Library move

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  • Easy, low cost, transparent charges for archive storage
  • 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 and Investment records across all sectors.

Our newly built document storage facility offers the best conditions for the long term storage and retrieval of secure business archive.

Call us today and find out how we can improve your service.

Off-site document storage perfectly situated

Our 50,000 sq ft. privately owned, secure and confidential document storage facility is purpose built and located in Livingston, West Lothian. It provides an unbeatable document and data storage service. Additionally it removes the costs of unnecessary prime location storage and helps you become a more flexible and efficient organisation.


Removal Services Scotland Ltd

6 Oakbank Park Place,
Oakbank Industrial Estate ,
EH53 0TN

Tel: 0800 073 6683
Fax: +44 (0)1506 435 639

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Document and data storage services

Off-site archiving and records storage is an essential part of the leaner business environment in which we live. Business record storage takes 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 – but it needn’t be.

We offer a flexible range of services that can be tailored to meet our customers specific requirements. We offer a document storage resource unparalleled in Scotland.

We offer a free guidelines manual, bar codes and registration forms free to help your staff understand the need for accuracy whilst preparing archive for transfer off-site.

If you already use an existing provider for the service we can help transfer boxes to ourselves enabling you to access the budget savings immediately. Just ask for our guidelines on how this process works. We’ll even transfer you free of charge.

archiving documents

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.
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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 clients’ individual needs. All we need you to do is complete the review / destruction date on submission of your 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 will need 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.

document storage
  • 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.

packing boxes

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 tool kit to manage the whole process. At any point if you are having difficulty, please just phone our Customer Service Centre 01506 443240 and they will be able to help you.

5 star rating

“We're delighted with the work that you have done over the Summer ! Great team effort.”

Library move

5 star rating

“Your drivers are just lovely men honestly we have so much time for them. So happy and helpful and always asking how we all are.”

Delivery of medical files in Aberdeen

5 star rating

“I felt so comfortable calling you Jennie or emailing you with any issues or queries no matter how insignificant they were you were always so very prompt coming back to us with help, hints, tips and ideas for solutions for placing medical notes off-site.”

Medical notes storage