Despite moves towards a paperless way of working, many companies still need to hold onto hard copies of important documents for a number of years
This is especially true in the legal profession. The nature of legal documentation means it must be kept long term, in a secure environment.
Many legal practices don’t have the necessary resources or facilities for this, which is where SDS Document Storage steps in. With purpose-built storage and a fully trained, DBS-checked team, we’re ideally set up to provide secure long-term legal document storage and ensure full compliance.
We are able to provide
Secure Storage
Legal document storage needs to be 100% secure. Our legal records storage facility is covered by 24-hour CCTV and is fire and flood-resistant, with fire and burglar alarms linked to police and fire stations via BT’s Redcare service. The building features a Paxton-controlled door-entry system and can only be accessed by our DBS-checked staff.
Barcode Tracking
We use a barcode tracking system to ensure compliance and maintain Data Protection. Your legal documents are indexed and placed in storage boxes with barcodes attached. These barcodes are scanned as they’re loaded into our collection vans, then scanned again at three points throughout the journey.
This approach means you can easily track your legal records and request access to the documents you need, when you need them. Our management system enables us to provide an effective and completely transparent legal document storage service.
24-hour retrieval
Our fast retrieval process means you can easily access your stored records at any time. Simply call, email or use our online ordering service to arrange a convenient delivery date and time – we even offer same-day or next-day delivery. One of our DBS-checked drivers will deliver your documents then collect and return them to our storage facility once you’ve finished with them.
Why store your legal records with us?
Archiving your legal documents in our storage facilitates frees up space at your premises whilst providing you with immediate access to important files as and when they are required.
We help you to ensure that all records are retained for the appropriate period of time, storing them securely and compliantly on your behalf.
Our extensive experience of working with law firms means that we understand the requirements to keep hold of certain files for specific lengths of time and can support your document retention strategy.
Locate, view and manage your stored files instantly from any device with scan on demand.
Document Storage FAQs
Below, we’ve answered some of the most common questions that clients ask about our document storage services. If you can’t find the answer you’re looking for here, do not worry – please get in touch.
What steps are taken to ensure that my documents are secure?
The security and confidentiality of your documents is our top priority as a document storage company.
Our operatives are fully vetted and DBS-checked to comply with BS 7858. At our high-security storage facilities, your documents will be protected by intruder alarms linked to police stations via Redcare, and monitored by 24-hour CCTV, giving you complete peace of mind.
Rest assured that your files are safe in transit, too: each box of documents is carefully scanned using our barcode system and you will be provided with a full audit trail, allowing you to track your documents through all stages of the transportation, delivery and retrieval process.
Are your document storage services fully GDPR-compliant?
Yes – all of our document storage services offer complete compliance with the General Data Protection Regulation (GDPR).
As well as ensuring that your documents are transported and stored in secure environments, we offer comprehensive file-level indexing that’s handled by security-vetted operatives. This process ensures that you can retrieve individual files with ease and remain GDPR-compliant.
Take a look at our guide to GDPR and data storage for more information.
How will I access my documents whilst they are in storage?
Once we’ve transported your files to one of our secure document storage facilities, you’ll be able to request retrieval via email or the SDS online ordering system. We also offer a range of document scanning services, enabling you to access your files in a variety of digital formats if required.
How much does document storage cost?
The price of our storage services varies depending on the quantity and type of documents that need storing, as well as the security level that you require. We offer a full range of packages from standard business document archiving through to vault storage for storing the most sensitive physical and electronic documentation. Get in touch today to find out more or to arrange a quote.
Are any self storage options available?
We also offer self storage in container units at our Nottingham site through our sister company, Loft Self Storage.
