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.

Business Storage

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For more details about any of our business storage services please get in touch either by email, live chat, telephone or contact form.

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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.

Indexing and Cataloguing
Topwood Document Collection

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.

Retention Policy

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.

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

Testimonials

H.H. Wardle Estate, Shropshire

The shredding operation on Wednesday 9th October 2019 was a complete success and your driver Phil was absolutely fantastic, being utterly professional and extremely amenable. All in all it was an eminently satisfactory experience. We will not hesitate to use Topwood in the future as and when we have any further shredding requirements. Meantime we would not hesitate to recommend Topwood to anyone wishing to dispose of their old, unwanted, obsolete documents/paperwork in a safe, secure and environmentally friendly manner.

West Bromwich Albion FC, West Midlands

Quick note regarding this morning. Your guy was spot on. Great shredding service. Had the lot done in half an hour.

We will definitely be using the service again going forward when required.

Partners Foundation, Wigan

Your guy has been and gone and was lovely.  Very pleasant and helpful please pass on our thanks.

Grestone Academy, Birmingham

The chap who came on to site today did a WONDERFUL job! He had a lot to get through in horrible hot weather, so I am really impressed. Please pass on to whoever is in charge that I am a very happy customer.

Alfred Jones Warrington Ltd, Northwich

Great service. Prompt, good value, and the driver/operator Phil was professional, courteous, and good at his job. I would recommend Topwood.

Newbrel Ltd, Halesowen

I would like to thank you for the 1st class service given to us by your company and driver last week.

Carr Holm, Prestatyn, North Wales

We used Topwood’s bulk on-site shredding service. Booking them was effortless, and they showed up when they said they would. The staff were very helpful on the phone and email – and the driver was polite, friendly and very helpful. We can’t wait to use them again.

Viper Performance Ltd – Silicone Hoses, Telford

I must say I was impressed with the service, so rare these days. Quick and efficient and cost effective.
Your operative Phil was friendly, informative and very professional.

Gottlieb Packaging Materials, Trafford Park, Manchester

Great service, we will definitely be in touch when more shredding is needed.

Expert Group Ltd, Deeside

Thank you for your on-site shredding service, your driver was exceptional – a great ambassador for your business.

Preston North End Football Club, Preston, Lancashire

Thank you Topwood, good job done again.

Jamie Weall – Compliance Manager Aston Manor

We are very happy with the on-site shredding service Topwood provide

15th March 2019

Alpha Plus Consultancy Ltd, Manchester

We were very pleased with the service, everything went smoothly. We usually have three big clear outs per year so we’ll definitely be using Topwood again.

Wockhardt UK Ltd, Wrexham Industrial Estate

I just wanted to say what a lovely man Mark is. Very pleasant & helpful. Look forward to working with Topwood again in the future.

Eric Allcock, Blackpool

Thank you so much for a most excellent service.

Everything you said about the process, service and costing was absolutely accurate, and the driver imbued confidence in his integrity, honesty, and efficiency, it has been a pleasure to be the beneficiary of your good service.

Sue Hughes, Wrexham

Thank you for a quick and friendly service.

QEB Solutions, Hereford

The shredding was very good thanks – your driver turned up early and it was all done in less than 10 minutes.

 

Silvergate Plastics, Wrexham Industrial Estate

A job well done. Your driver was excellent. Please pass on our gratitude.

Fleetwood Golf Club, Lancashire

Spoke to Topwood at 15.30 hrs on a Thursday, by 10.00 hrs Friday all the shredding was done. Great price, great service, we will definitely use again.

Calibre Control, Warrington, Cheshire

Thanks @topwoodltd for the brilliant service received on Friday to help with our annual shredding exercise! Laura and Derek send thanks to the driver for the tour of the lorry, what a lovely man #shredding #gdpr #goodservice.

Jackie Riley, Kinsella Clarke Ltd, Bootle, Merseyside

I just wanted to say how pleased I am with the shredding service. I’ve just realised I didn’t get your guy’s name unfortunately – but he was very helpful, polite and friendly.

Hatfields Land Rover, Shrewsbury, Shropshire

A great confidential waste collection and shredding service. The staff are always pleasant, and it is a fast, efficient, secure service provided.

10th Sept 2018

Data & Exams Manager – Yardleys School, Birmingham

I do have to say that we were very pleased with the service you provided us and how accommodating you were. I look forward to doing more business with you soon.

13th July 2018

Stan Annison – Prestbury, Cheshire, UK

Excellent service, friendly driver/shredder. Arrived early. Job done swiftly and efficiently. What a difference to the poor service I’ve had from Shred-It.

10th July 2018

A Pharmaceutical Company, Wrexham Industrial Estate

I’d just like to mention the drivers are an absolute pleasure to work with. Very accommodating.

2nd July 2018

Amanda Watson, MAC Clinical Research, Cannock, South Staffordshire

I just wanted to pass on our thanks for yesterday, the gentleman was really helpful. We will definitely contact you again in the future, when we have a large amount of shredding to get rid of.

7th June 2018

Debbie Peterson, Wirral

Thanks for the excellent service

24th May 2018

Claire Williams, Advance Spares Ltd, Wrexham

Professional at all times. Very helpful staff and lovely drivers. No delay & on time as promised. Highly recommended A1******

11th Apr 2018

Philip Kolon, Market Drayton

Topwood carried out an excellent service for myself shredding five wheelie bins of confidential information.

27th Feb 2018

Phil Miller, Miller Insurance, Macclesfield Cheshire

I am more than happy with your service which I found to be first class. Everyone I have spoken to as been very helpful. I would like to give particular thanks to the lovely gentleman who picked up our paper for shredding. Lovely man. Thanks again for a first class service.

16th Dec 2017

NFUM Wrexham Mold, North Wales

First collection today of our confidential waste by Topwood, secure confidential shredding on site – impressive system and lovely staff too!

28th Nov 2017

Business Manager, Sir John Talbot’s School, Shropshire

Thanks Jude and please thank all at Topwood Security Shredding for the usual prompt and efficient on-site shredding service.

29th Aug 2017

Sarah Stevens, Fix Auto, Market Drayton, Shropshire

Excellent service and very timely! Please pass on our thanks to all. I will be in touch when we have another file clearance.

21st Aug 2017

Jenny Hughes, Manbat Ltd, Shrewsbury, Shropshire

Hi Jude, many thanks for the certificate and providing a great service.

19th Oct 2016

Aaron Kiely, Archdiocese of Liverpool

Dear Tom, Just a word of thanks for the courteous and efficient service offered today by Mark and Stu. They managed the shredding and delivery of a larger than expected number of boxes with the minimum of fuss – in addition to the normal collection of paper from LACE – and were pleasant to talk to as the job was being done.

20th Sept 2016

Paul Smith, Head Porter, Ellesmere College, Shropshire

Hi Tom, Yes I did and I have received the cert of destruction. Thank you for a good service.

4th Aug 2016

Christine, HR Department, Muller UK

Hi Tom, I continue to be very impressed with your service. I confirm quality is as we need it, once again thank you and I will be recommending you to my network of contacts.

20th July 2016

Maria Cassell, Office Manager, Guardian Surgical, Shrewsbury

Thanks Carol. I had good feedback on your staff who came to site – please thank him for a job well done.

20th Apr 2016

Natasha Adams, Goaddard, Dunbar and Associates, Crewe, Cheshire

Hi Tom, Thank you for getting back to me with that. Excellent service all round, would definitely recommend!

30th Mar 2016

Nicola Edwards, Quality Group Administrator, CP Pharmaceuticals Ltd, Wrexham

Hi Tom, they have just finished and it was a very efficient service as usual! Thanks very much again, it was good to see the boxes being shredded. I will contact you later in the year, next time it will be more like 200 – 250 boxes but they should be just paper, no hard files or metal. I will let you know nearer the time. Thanks again.

30th Mar 2016

James Sumner, Partner, Bowen Son and Watson, Wrexham

We contacted Topwood to safely dispose of some office documents and they arrived to collect the same day – great service and easy to deal with – thank you Topwood, we’d definitely use you again.

11th Mar 2016

Kim Oliver, Elite Graphics, Ruabon, Wrexham

Wow…Marvellous Service 9 minutes from start to finish…Very Professional Service…Will certainly be in touch in the future.

2nd Mar 2016

John Bestwick, Solenis UK Ltd, Somercotes, Derbyshire

Thanks Carol, it went well yesterday. A good and efficient service!

5th Feb 2016

Cheryl Metclaffe, South Staffordshire College, Staffs

Hi Tom, Please find attached the order number for the shredding you did at Rodbaston on Tuesday. Thank you for doing a very professional and brilliant job.

22nd Oct 2015

Hazel Sherret-Balshaw, Gorsefield Primary School, Radcliffe, Manchester

Thanks Carol, what a super service!

9th Oct 2015

Alistair Wragg, Culina, Market Drayton, Shropshire

Many thanks for the prompt turnaround of your ‘Scan on Demand’ service it is really appreciated.

9th Oct 2015

Larch Ltd, Wrexham, North Wales

Prompt, polite service. Shredding completed onsite, outside our main doors, so we could see everything that was happening.

24th Sept 2015

Tom – Property Services, Northwich

Hi Tom, very impressed with the service – your driver is a credit to your business. We are very interested in the console service, and I will find out what the current terms are on the one we have. I’m certain that there will be more, and I prefer the flexibility of your service when we have some bulk to dispose of. Look forward to getting rid of the balance next Thursday, and I’ll be in touch about the console.

11th Sept 2015

Tracy Flanagan – East SILC John Jamieson School & Technology College, Leeds

Many thanks for sorting the shredder for us today. The truck arrived promptly and the driver was extremely friendly and helpful. So, any chance we can book another slot?! We have been clearing out a few more cupboards today, with more to do over the next week or so.

22nd Jul 2015

J.P Rattigan – Percival Pearse Ltd, Warrington, Cheshire

Many thanks for carrying out work for us at Palative Industrial Estate in Warrington. I was very pleased with the way the job was expedited and the pleasant persona of your operative. We all know that the first face ‘Joe Public’ see of our companies in the all important one!

22nd Jun 2015

John Brown – Textile Laboratory Services, Otley, West Yorkshire

We were very impressed with the efficiency with which you did our job. There are absolutely no grumbles from our side and we would not hesitate to recommend you to others in the same situation – we will certainly use you if we have need to shred documents in the future.

21st Jun 2015

Cate Evans, Fisher German, St Helens

Thank you for your 2015-2018 copy licence – this has been filed with our Waste Transfer Notes. Also thanks for the informative links to your website regarding the legislation.

9th Jun 2015

Andy Racey – Barbour ABI, Ellesmere Port, Cheshire

Hi Tom, he’s been and gone, super service. Did you receive the supplier bank details form?

9th Jun 2015

Liz Douglas – Lightcliffe VW, Liverpool and Warrington

Hi Tom, thanks for arranging so quick – an excellent service.

4th Jun 2015

Cathy Jones – HTB Accountants, Shrewsbury, Shropshire

Thank you for the shredding yesterday, your driver was hard at it, we did try and help with boxes as much as possible for him. Thank you again for a courteous driver.

15th May 2015

Tudor Morris – Ellesmere Port, Wirral

Thank you for your email. Payment has been made into your account today. Thank you also for an excellent service which I would have no hesitation in recommending.

11th May 2015

Ian Constable – Gas Safe Consultants Ltd, Sandbach, Cheshire

A brief note to say your driver came and collected our waste about half an hour ago. A nice guy and a very efficient professional service.

30th Apr 2015

Jayne Taylor – Wockhardt, Wrexham, North Wales

Hi Rachel, many thanks for today, your operative was brilliant – very pleased with the service!

23rd Feb 2015

Gary McPheat – Mold, North Wales

Hi Tom, thank you so much for such a good service. From the initial contact to the delivery of the sacks and then collection of the sacks. First class!

16th Jan 2015

Brigette – Cyril Jones & Co, Deeside, North Wales

Thank you for the prompt and efficient delivery this morning as always.

15th Jan 2015

Jayne Mumford – Sent via Email

All collected, thank you very much for such prompt service. Other companies could learn a lot from you.

15th Dec 2014

John Williams – Sent via Email

Thank you so much for arranging this all at such short notice, I am very grateful for such excellent service from you. Apologies that the collection was much smaller than anticipated but once the paperwork was checked there was more that needed to be kept than destroyed.

8th Dec 2014

Nicola Edwards – CP Pharmaceuticals Ltd

They have just finished, there were too many to shred on site and the shredder is full! They have taken the rest of the boxes offsite to shred. Thanks very much for all your help with this, great service and very efficient. We will certainly be using this service again in the future.

20th Nov 2014

Rachel Parker – The Fragrance Lounge

Just so you know, I will definitely be recommending you – your level of service has been great. Many thanks and have a lovely evening.

19th Oct 2014

Julie Gorton – Sent via Email

Just a quick note to thank you & Rachel for arranging the shredding at Route this morning. A big thanks to Mark who had a great attitude and was very helpful / professional. Job was done quickly and he even explained how the machinery worked – which was very interesting. We’ll be in touch in a few months as we’ll be having a sort out on the Moorfield Social club site soon.

5th Oct 2014

Clare Roberts – Jolliffe & Co

Hi Tom, I have attached signed Authority and am in the process of creating a destroy list, which I have to say is, as usual, very straight forward and efficient. Thank you, have a good weekend.

28th Sept 2014

Joan Kenyon – Dyke Yaxley Ltd

Hi Tom & Kelvin, just a note of thanks for collecting all the additional bags yesterday. Much appreciated – great service! Sorry there were so many more than I expected when I emailed on Tuesday. Hope it didn’t cause problems for you.

20th Sept 2014

Maria Brindley – Sent via Email

Hi Tom, I was very impressed with your service and would recommend you without reservation. I will deal with your invoice as soon as it arrives.

17th Sept 2014

Jill Corbin – Industrial Maintenance Group Telesales

Hi Tom, just a quick email to thank you for the brilliant service you provide!

25th Aug 2014

Dr Aidan Wilson – The Cheese Warehouse Ltd

Tom, just a quick note of thanks. You have a very accommodating business and service to deal with. Thanks for your help and if/when we have more shredding required I will let you know.

15th Jun 2014