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.
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.
Files and documents are assigned a unique bar-code and their status is easily monitored using our online tracking tool.
Our document archiving solution tracks every aspect of our operations from initial collection of your documents until the day they are either securely destroyed or returned to you.
“What if we don’t have time to box up and catalogue everything?” - don't worry, we can do it for you.
We have designed a system that enables us to remove the burden and time-consuming nature of collecting, sorting and cataloguing all of your paperwork.
Indexing makes archiving content much easier and allows clients to access and extract file information over the internet.
Your time is freed up to get back to your essential daily schedule and your costs are reduced, especially when you take space charges and staff wages into consideration.
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.
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;