Secure Document Storage
Secure Document Storage Services
Topwood has been providing secure archive storage to many public sector organisations, blue chip companies and SMEs since 2004. Our purpose-built confidential file storage ensures the safe protection of documents and data. Our success is based on using the best IT tracking systems, fully trained staff and our commitment to customer service.
✔ Secure
✔ Cost effective
✔ Fully managed
✔ Fully catalogued
✔ Cloud based database access
✔ Controlled environment
Topwood Archive Data Storage Solutions
Businesses and organisations, regardless of their size or sector, are legally required to keep certain records. These records could be contracts, correspondence, orders, reports or accounts, even very small companies will need to keep records, whether it is for an audit, tax, accounts, pensions or even for health and safety compliance.
Our business paperwork storage service can be tailored to suit the needs of companies of all size, whether you need a ‘deep store’ over a long period of time or a more accessible solution to allow document retrieval when the need arises.
Our Archive Storage: Controlled by us and accessible by you
Our industry leading confidential file storage software allows our clients to access online their catalogue of storage supplies. They can manage their own items, request retrieval or scan on demand, as well as setting destruction schedules.
Every box or, in a lot of cases, file are booked in by Topwood online storage facility and given a barcode. This barcode enables us to find any item in our records management storage in literally minutes. If you want an item back today we can usually retrieve it from our online storage facility, or if you want a scanned copy then have it in an hour.
Not just paperwork storage but intelligent record management storage
Combining our document storage and document scanning services, we are able to get information back to clients within one hour. Gone are the days of huge retrieval and courier costs, we now deal in pence per page which is both cost-effective and environmentally sound.
How does your Document Storage Solution compare to Topwood’s ?
| Key Feature Compared against the alternative | Office Storage Storing Files in your office | Self Storage Off-Site Storage Rental | Topwood Ltd Professional Storage Company |
|---|---|---|---|
| Cost Are you making the best use of space? | This space could be used for core business activity | Self storage units usually based in premium rental locations | Professional staff trained in optimising storage space & IT systems |
| Security Keeping your information safe is vital for data security and your reputation | 90% of fraud is committed internally, this will always be a major security risk | You do not always know what else is being stored close by i.e. fire hazards | No public access, access is controlled using pre-agreed access matrix |
| Accessibility Confidential Information | Easy to access but no one owns the process – everyone does a bit | Staff have to go off-site to access documents – lowers productivity | Software and file tracking systems ensure that every file can be located easily |
| Ease of Access | Very easy to misfile items & with no systematic processes in place, can be easy to lose important files/ documents | Impractical & expensive as staff must go off-site to get files, sometimes several journeys a day are required | Secure online access allows users to search & manage documents from their own desk, urgent files can be delivered next day |
| Overall Cost | Rent, rates, electricity, staff costs, bad use of valuable office space | Staff travel, motor insurance, travel expenses such as fuel | For just over 1p per box per day we can provide an all inclusive service |
| Self Welfare | Handling files can be hazardous and requires Manual Handling Training | No such feature available at self storage locations without implementing your own system | Using experts like Topwood you can make the change towards total Electronic Document Management |
| Moving Towards EDM Electronic filing is a desire for most firms | Best practice & new techniques are thwarted by the attitude of ‘that is how is has always been done’ and ‘won’t change’ | No such feature available at self storage locations without implementing your own system | Using experts like Topwood you can make the change towards total Electronic Document Management |
Indexing and Cataloguing
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.
Information is power… but only if is efficiently managed. Inaccurate indexing, poor coding, lax database maintenance and personnel changes are the source of errors, allowing files and documents to be mislaid or lost.
Working with customers we design databases so key fields are captured and structured to suit your users’ needs. The database is backed up and maintained ensuring items can be instantly tracked and located. Using our secure online portal, users with the relevant access rights can add, search for, edit, recall and destroy items.
This ensures documents’ life-cycles are managed to comply with relevant legislation and industry standards. For bulk collections we can import your data directly into our database to save re-keying.
Flexible
Cataloguing
Easy Transition
Highly Trained Staff
Document Collections and Retrievals
Topwood has its own fleet of GPS tracked vehicles and our drivers are fully trained and security vetted. We can collect and deliver with the minimum of fuss and our speedy and friendly approach is what makes us shine amongst the competition.
At the point of collection all boxes and files are barcoded and scanned to our system using PDAs. From this point every item is tracked whilst in our secure custody. These scanning devices are also used to officially record the collection time and date and provide proof items have transferred to us.
Just because documents are stored “off-site” does not mean that you cannot access them. Many clients admit that access to information is actually improved when Topwood’s services are used.
Online Document Archiving Services
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.
Frequently Asked Questions
Contact Us
If you would like to find out more about our secure document scanning, shredding and storage solutions call 0800 781 1066 or request a call back using our call back form.
