Seven Simple Steps in Successfully Storing Your Documents

Storing important records off site can be hugely beneficial for your company. Not only does the solution create office space and encourage a more productive atmosphere, but outsourcing documents means they’re constantly secure 24 hours a day. Searching for individual files will also prove to be significantly quicker with barcode tracking, instead of rummaging through cabinet files.

Finding a document management company that successfully archives documents securely and provides safe document storage solutions is very important. It’s also essential that your data is easily accessible to you when you require it. Cleardata’s document storage services provide businesses with a secure archive facility offering the latest security systems to ensure all documents are stored in the perfect environment, including:

  • Redcare fire alarm systems
  • Biometric fingerprint entry
  • 24/7 CCTV
  • Very early smoke detection alert (Vesda)
  • Hydrosense water detection
  • Temperature control

With that in mind, here are seven steps that our highly-qualified team here at Cleardata will take in order to deliver exceptional document storage services that are in line with GDPR also:

Step one: Site visit & individual assessment

First, a highly trained account manager will visit the premises to assess your archiving needs. We will look at everything, from the size of your storage rooms to the facilities you use to store your documentation. After an assessment of your document storage needs has been made, our team of highly-trained specialists will work to understand the relevant requirements and will suggest the best solution that works best for you and your company.

Step two: Collection of documents

Once you’ve decided to archive or simply store your documents, along with relevant records, one of our security-vetted drivers will collect them from your site at your convenience. You will also have the absolute peace of mind that the Cleardata vehicles we use are tracked at all times with a live vehicle tracking system. Drivers use the latest PDA technology to record every collection with an electronic signature. A boxing-up service is also available if required.

Step three: Indexing the records

After the documents have arrived at Cleardata’s secure archive facility, our team can provide a full indexing service for a full document management service. This allows you to have a full inventory of every individual file within the documents that are going into storage. It also ensures fast accessibility, therefore saving time to search for a record and eliminates the risk of misplacing files. Among the many benefits of choosing Cleardata for document storage services includes being provided with a full audit trail. Alongside this, documents can also be indexed by any search field required, for instance:

  • The date
  • Employee name
  • Date of birth
  • Phone numbers
  • Invoice number

Step four: Boxing up & barcoding

When the files are indexed, the documents can be boxed up in either your own archive boxes or in specialised Cleardata ones. Each individual box will be allocated with a unique bar-code, enabling the documents to be easily located and tracked through every stage of its archiving journey.

Step five: Documents are archived

Once the documents have been indexed, bar-coded and boxed up they are then ready to be put into the archive. Each box is then meticulously scanned to a particular location in our purpose-built, state-of-the-art document storage warehouse.

Step six: Manage your documents

Along with secure storage services, Cleardata also provides a document archive management system that allows companies to personally manage their documents that are stored off-site. This online system enables you to manage the documents life cycle, from ordering more archive boxes for future records to arranging the secure destruction of documents when they’ve reached their required retention date.

Step seven: Document retrieval

As it’s important for businesses to be able to access their own documents once they’re stored, Cleardata offers a scan-on-demand, instant document retrieval service. This allows companies to receive their requested files electronically and within 2 hours. Archive with Cleardata using these simple seven steps to ensure your documents are securely stored in a state-of-the-art protected facility, with easy access to the data.