How we store and track your documents
Every box is labelled with a barcode, your unique customer code and a box number, and given its own shelf position in our secure warehouse.
We use the O’Neil barcode system to scan, monitor and track your document storage boxes. This is so we can check the full movement history of any file or box whenever you need it and ensure your documents are easily accessible when it comes to document retrieval services.
If your GDPR requirements mean storing confidential documents offsite, we hold your records in a secure, monitored location with retrieval on request. Our ISO 9001 quality management system means we follow the same strict process from collection through to storage and retrieval.
A sustainable document storage service
We’re committed to improving our sustainability efforts. The boxes we use for document storage are made from corrugated cardboard that’s up to 80% recyclable, so storing with us doesn’t just free up your office –- it also ensures you’re doing your bit for the environment.
When documents reach the end of their retention period and go for destruction, we recycle at least 99% of what we shred.
Keeping your paperwork secure
Handing sensitive paperwork to a supplier you haven’t used before takes a leap of trust, so here’s exactly how we protect it.
Our warehouse is closed to visitors without a prior appointment, sits on a gated site and is monitored by CCTV 24 hours a day.
We check temperature and humidity daily, run PAT and circuit testing regularly, and carry out a pest control check every quarter.
Every member of staff wears a branded uniform, signs a confidentiality agreement, and has passed a Criminal Records Bureau (CRB) check.
This is what secure document storage looks like at Doxbond: not a general promise, but a specific set of checks we run every day.
Getting your documents back
When you need a file or box back, we offer next-day and same-day delivery. We can also scan and email documents over if you need something instantly.
Give us as much detail as you can when you request something (client name, address, reference number) so we can find it quickly and get it back to you.
Most documents have a point at which you no longer need to keep them. Accounting records generally need to be kept for six to seven years; legal documents vary considerably and may need to be kept indefinitely; and other document types have their own retention periods depending on their contents.
Tell us your retention requirements, and we’ll help set up a system to flag documents for destruction, with your written consent, as and when they’re due. Nothing gets shredded without your sign-off. Once a batch is destroyed, we issue a certificate of secure destruction, the same as with our confidential waste service.
If you need tapes, discs or hard drives destroying alongside your paperwork, our data drive disposal service covers that too.
Just remember, no document storage task is too big!
Enquire about document storage today
Looking to keep your documents safe and sound with offsite document storage? If you’re ready to get boxes out of the office and into somewhere secure, get in touch. Tell us how much you need to store, and we’ll put together a quote with no obligation and no pressure to sign up.
Call us on 03333 607363 or email enquiries@doxbondcambridge.co.uk and we’ll take it from there.
Frequently Asked Questions
We typically start with a 12-month or 2-year fixed-price contract, though we're happy to discuss something longer. Some documents will need destroying at some point, depending on what they are and how old they are.
We can quickly get to grips with your business and assist in the organisation and management of your documents and file boxes –- alerting you when they need to be destroyed.
For a FREE no-obligation quote for document storage at Doxbond, get in touch with our experts today!
Besides helping you to be much more organised, document storage offers many benefits for all kinds of businesses, including:
• More storage space – Every business owner knows how quickly different papers can mount up. Of course, you need somewhere secure to keep them, and the go-to is the classic grey metal filing cabinet. You may already have a few sitting around the office, taking up valuable space that could be used to enlarge workspaces, for example. When you store your documents at an offsite facility, you’ll have much more room to expand.
• Improved workflow – With so many documents lying around, it can be difficult for your employees to find what they need quickly, especially if you don’t have a proper filing system in place. At Doxbond, we take care of document organisation for you, so you can access your documents quickly without having to waste important time searching through them.
• Better data security – It can be hard to monitor paper-based information in the office, especially when there’s so much of it.
When left lying around on desks or in unlocked filing cabinets, pretty much anyone has access to your documents. But when they’re in a secure storage facility, only approved staff members can access certain documents, so you can be confident that your sensitive information won’t fall into the wrong hands.
Absolutely!
We don’t just offer commercial storage solutions, but domestic storage for different types of documents.
If you need a place to keep birth and death certificates, national insurance numbers, marriage licences, divorce certificates, insurance documents, bills, receipts or wills and powers of attorney, we’ve got you covered.
Our document storage service is the ideal solution if you’re going to be away from home for a while, have a home office or simply want to put a more effective organisation system in place.
You can access your documents at any time, and if you no longer need them, we can destroy them for you, too.
To find out more about how domestic document storage works here at Doxbond, or to request our services, give us a call today on 03333 607363. Or email us at enquiries@doxbondcambridge.co.uk and we’ll be in touch with more information shortly!
Of course!
We understand that when you need access to your documents, you’ll need it quickly, which is why, whether you need access to individual files or full boxes, we offer a prompt delivery service.
Offering both next-day and same-day delivery, we can arrange a delivery slot that suits you best. If this isn’t fast enough, we can arrange to scan and email copies of your documents over for instant access.
When requesting your documents, be sure to provide us with as much information as possible – such as the client name, address, and reference number – to ensure our staff send the right documents and find them as quickly as possible.
