What is the best way to store legal documents?

Given the importance of data protection and the financial and personal implications if you or your business gets it wrong, you need to ensure you’re handling and storing your legal documents correctly.

So, how can you provide the utmost protection for your confidential paper files? Continue reading to find out more about document storage London-based clients require!

What documents need to be stored?

The following legal records are examples of files that need to be housed with the highest consideration:

• Wills and title deeds
• Financial documents, such as tax returns and bank statements
• Shareholder agreements
• Contracts
• Non-disclosure agreements (NDAs)
• Insurance policies
• HR records and medical records storage
• Risk assessment files

Why do legal documents need to be stored securely?

As an individual or business, it’s imperative to manage and store your legal files as securely as possible to prevent a series of repercussions, from legal implications to confidentiality breaches and profit losses. It’s also essential to help your operations run smoothly and efficiently.

Here’s every reason why you need to keep your files securely stored:

1. Compliance with confidential data protection regulations

Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR) govern how organisations in Britain should handle data. GOV.UK states that personal information must be ‘handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage’.

If you don’t follow this data protection principle, you could leave yourself exposed to costly civil claims and a damaged reputation you won’t be able to shake.

2. To prevent data theft and fraud

The theft or unauthorised access of physical documents containing personal information is one of the most common data breaches in the UK.

A survey conducted by The Department for Science, Innovation & Technology found that 8% of large businesses and 5% of medium businesses, compared with 2% of businesses overall, stated that unauthorised access by people outside an organisation was responsible for data breaches.

3. To ensure they’re easily accessible

You never know when you might need to retrieve important papers from your archives, so you need to be able to find them promptly. A secure and organised system allows for quick access whenever you need, reducing stress and helping you to keep track of records and retention periods.

Looking for secure document storage London-based businesses can trust? Contact the friendly team at Doxbond today for a free no no-obligation quote!

The best ways to store legal paperwork

You can approach legal document storage from two different angles – you can either heighten your office’s GDPR compliance practices or look to an external storage company.

Improve your office storage facilities

Business owners or branch managers can provide a good level of security for their important records by keeping them in lockable metal cabinets and installing a stellar CCTV system to deter criminals.

Storage filing cabinets consist of a robust metal frame with lockable drawers and compartments for organising your paperwork and data drives. Simply keep your documents inside and ensure the cabinet remains locked when not in use to prevent unauthorised access by criminals.

However, there are drawbacks. While filing drawers make sense if you only require storage for a small volume of files, filing cabinets can take up precious floor space, making your London office feel cluttered and busy. They’re also not completely foolproof, especially not to the most determined thieves.

Use a document storage service

Your office space may not be the most secure or practical place for document storage, as it could be targeted by fraudsters and thieves eager to steal your legal information.

With this in mind, one of the most dependable and safest ways to protect physical files is with document management and archive services, provided by a reputable company such as Doxbond. An off-site document storage facility offers great levels of security, enabling you to store large quantities of files away from your office in a neat and organised fashion.

How do London document storage services work?

1. Your paperwork will be collected from your premises. All you need to do is store your legal information in archive boxes or sacks, ready for collection.
2. Storage in a secure facility. By handing your confidential data over to an experienced provider, you can relax knowing it will be stored in a protected and CCTV-monitored facility, safe from fire and prying eyes. What’s more, your archives will be monitored and tracked using the box number, customer code and barcode for efficient and stress-free retrieval.
3. Document retrieval. Need your papers urgently? No problem – a document management company like Doxbond often provides same-day and next-day delivery, so you can access your files whenever you need them.

Choose us for a secure storage service you can depend on

Is your document archive consuming precious office space and growing too big to manage in-house? Cut office clutter and keep your legal papers safe and organised with Doxbond’s off-site document storage London services.

From NHS trusts to large legal firms, we’ve provided clients with hassle-free records management and archive storage for over 30 years, boasting some of the most secure facilities in the UK.

Why not contact us today to hear more about our comprehensive services? We’ll answer any questions you have and arrange a date to collect your confidential files.