Topwood Ltd
Freephone 0800 781 1066
Topwood Document Storage

SECURE DOCUMENT STORAGE

Secure Document Storage

T

he failure to keep and maintain up to date and accurate records for the required period of time, as well as being able to locate them whenever necessary, could actually mean that you are committing an offence.

Topwood has been providing secure archive storage to many public sector organisations, blue chip companies and SMEs since 2004. Our purpose-built archives ensure 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.

We have a capacity to store over 5 million items including archive boxes, medical records, financial files and electronic media for customers in the key locations of Manchester, Liverpool, Chester, Wrexham and other parts of the North West and North Wales. Our industry-leading software and state of the art hardware allows you quick access to your records.

Businesses and organisations, regardless of their size or sector, are legally required to keep records. These records could be contracts, correspondence, orders, reports or accounts. Even very small companies will need to keep particular records, whether it is for an audit, tax, accounts, pensions or even for health and safety issues.

At Topwood Ltd we not only provide a document storage facility, we also offer a complete record management service which includes indexing, online database management and secure destruction/shredding of obsolete items.

How does your Document Storage Solution compare to Topwood's?

Office Storage

Storing Files in your office

Self Storage

Off-Site Storage Rental

Topwood Ltd

Professional Storage Company

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


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

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

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

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

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

Handling files can be hazardous and requires Manual Handling Training

Lifting and moving files needs to be done in compliance with H&S

You don’t have to do anything! All of our staff are trained in manual handling

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7 Indexing & Cataloguing Benefits


Do any of these Document Management Problems relate to your business?

“Our office has an open plan structure and we need to be able to keep certain information and materials away from either members of staff or the public.”

Tessa Yam Office Manager

“Although we have lots of storage boxes around our office building, we have no system, so old files could be anywhere, in any box and impossible to find!”

Callum McConner Admin Assistant

“The great news is our business is growing, the bad news is we are struggling to create the necessary space for essential new staff members!”

Jo Jefferies Archive Clerk

“We keep accumulating files and simply don’t have enough space to store them!”

Sue Burch Administrator

"We don’t have a retention policy; we seem to keep absolutely everything!"

Sarah Kelby Accounts Supervisor

“We can’t find anything – ever! We need a process of record management.”

William Hughes Business Owner

Topwood - Document Storage Services

 

INDEXING & 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.

 

DOCUMENT RETENTION

Topwood can assist you when you need to destroy or shred documents that you no longer need. Most businesses still have masses of paper documents that need to be disposed of safely and securely and a confidential shredding service is usually the best option. We offer the option for both onsite and offside shredding.

 

ONLINE ARCHIVING

Our archiving software offers an online portal allowing our customers immediate access to their documents. Our system enables you to see for yourself which of your 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.

 

COLLECTIONS & 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.

Indexing and Cataloguing

Time is money and our cataloguing will save you time.

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

Depending upon your requirements, we can either fully record or comprehensively audit the contents of boxes and files in storage or provide a full inventory of items following a managed relocation from your incumbent supplier.

Easy Transition

If your files already have file reference numbers, we will use your numbers and codes as the primary reference. This means that everything will remain familiar when searching for and requesting files.

Cataloguing

We have developed a comprehensive document cataloguing service that saves you both time and money. Allowing our experienced staff to catalogue means we can improve the integrity and reliability of the data associated with your documents, boxes and files.

Highly Trained Staff

Our trained team are capable of processing thousands of files and documents per day either at your own premises or within our secure document storage facility. All of our team have undergone the necessary security clearance checks to enable them to undertake this work.


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 Access

Online Document Access

A simple system allows online users (via a secure log-in) to search for documents and files but also to select and add them to a cart system. Simply select the relevant service and the order picking process commences.

Scan on Demand

Scan on Demand

When electronic retrieval of a file is sufficient we offer a 2 hour digital access. This “scan on demand” simply means that the hard file is picked from storage, scanned and made available for download or delivered via encrypted email.

Fast Retrieval

Fast Document Retrieval

Orders for files can also be made either via email or by phone. Your authority to access items will be quickly assessed and then we will initiate the picking and delivery process.


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.

Document Collection

Document Retention

Topwood can assist you when you need to destroy or shred documents that you no longer need.

Most businesses still have masses of paper documents that need to be disposed of safely and securely and a confidential shredding service is usually the best option.

We offer the option for both onsite and offsite shredding.


An element of SLA (Service Level Agreement) defines the process of authorisation to destroy your organisation’s property. By using our mobile technology, documents approved for destruction are located and picked by our warehouse staff. These items are then cross-shredded and baled before they are recycled into tissue products at a UK paper mill. All of our shredding services are accredited to EN15713:2009.

A Certificate of Destruction is available for download upon completion of each batch.

If you want to check items before they are destroyed you can use our offices to do so. Files you approve for shredding go onto a conveyor belt which tips them directly into the shredder.

Document Collection

We don't destroy anything without your final approval.

With the pre-agreed authority levels web-users can approve items for destruction online. By editing the destroy date for items / files you can make sure that items are not retained any longer than required. Alternatively, you can email us and tell us which items are due for destruction. As items reach their destroy dates our software makes detailed reports and you will be notified.

If you don't have a document retention policy we can create one for you.

Did you know that you need to keep a copy of;

  • Property documents such as leases for 12 years
  • HR Records for 7 years after termination of employment
  • Unsuccessful applications for 1 year
  • Expenses for 7 years
  • Payroll details for 12 years