Secure Document Storage
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.
Secure Document Storage Services
The 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.
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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
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.
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.
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.
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 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.
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
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.
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.
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.