How do I prepare files for archiving?

When using our secure off-site secure document storage services there are a number of ways you can prepare files for archiving from labelling individual files with barcodes we supply, to putting files into strong archive boxes. Read on to find out more.

How to archive files for storage:

Order Materials – call or email to order storage boxes and barcodes from Topwood.
Index the files – using our online database or direct onto your own database, apply the file barcode and record the key fields: barcode number, client name, type of document, matter, department, destroy date.

Using industry leading software we manage information at three basic levels:

  • Container (box)
  • File (or data tape)
  • Document / image

The level of storage depends on the degree of indexing required. We can supply barcodes for all levels.

As a general rule:

  • Label each item with a relevant barcode
  • The metadata and key fields should be cross referenced with the barcode on a secure database
  • Use strong archive boxes – cheap boxes can be a security and safety hazard
  • When barcoding boxes always apply the barcode to the end indicated on the box
  • Never barcode or write on the box lid. If the lids are mixed the identity is lost

3. Arrange a collection:

Phone: 01948 770 152

Email: [email protected]

Online chat now.

Accurate cataloguing and indexing of records is essential when they are archived. This is so they can be picked and delivered to your desk when they are recalled. Archiving and indexing files & documents can be a time consuming process which can pull people away from tasks that are more profitable for your company.

Topwood’s archiving software offers an online portal allowing our customers immediate access to their documents.

Our system enables you to login to our system and see for yourself which of your boxes, files and documents are currently stored in our facility and also allows you to request Retrievals, Arrange Collections, Order Archiving Supplies, or check the status of outstanding requests.

Related Articles:

Archive Boxes – securing your files

Document Storage

Data Storage

Business Stock Storage

Storage Supplies

FAQ: What are the benefits of using barcodes?

FAQ: Do we have to use your archive boxes?