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We will then arrange for our chosen document archive company to give you a call back to discuss your company's unique requirements.
Prior to launching this site, I had the benefit of 12 years' experience of being responsible for overseeing the document archive operations of a large insurance company. This put me in the fortunate position of seeing first-hand the practices of a variety of document archiving firms. From this first-hand experience one company in particular stood out, offering low cost document archiving whilst adhering to unbelievably high service standards.
Over the years, I had personally archived 1000s of boxes, requesting numerous boxes back daily from their deep archive storage and I have never known this particular archiving company to misplace a box. Despite several attempts over the years of other box storage companies trying to hijack their contracts, this low cost document archive provider persistently offered the best value document archive solution.
Having taken a closer look into this industry I gained an even closer insight into the pros, cons & differences between providers.
Generally speaking in terms of archiving all companies were found to have a registry fee per box, an ongoing storage fee per box, a de-registration fee per box and delivery fees / collection fees.
Some archiving companies do not have a suitable fleet of vans out on rounds so tend to return boxes to their customers via courier, which is not cost affective! – This document archiving company has a large fleet of vans making delivery costs much more reasonable. As a cheaper alternative to paying for an archive box to be returned, if needed they can locate the file(s) you need from within a box and email you a pdf of them!
Some companies were found to charge excessively for their own box packs and some insist that you can only use their own boxes. – This provider has very reasonably priced flat packed boxes and is willing to allow use of other types of card board storage box to be filed in their storage.
Some companies are not particularly flexible allowing only storage with extra charges for delivery and collection (not economical to clients who may often recall their boxes). – This provider has an additional all-inclusive tariff to suit such clients, whereby unlimited delivery and collections are included. They also have account managers who monitor your usage and suggest which tariffs are the most cost effective for your usage as your document archiving needs change!
Other desirable attributes about this low cost document archive supplier:-
Paperless office / Scanned post solution
This document archive firm also offer the perfect fully comprehensive solution to those companies looking to switch to a paperless office environment. It is applicable to businesses looking to streamline procedures with an alternative to having a large scale workforce dealing with incoming post. They would arrange for your post to be redirected to them, where it is scanned and filtered to your workforce via a highly sophisticated EDMS (Electronic Document Management System). Post is then securely archived for as long as you like before being securely destroyed.
To speak to an advisor about the scanning services offered, please just write 'call me about scanned post' in the notes field on the referral form.
Benefits of Document Storage & Archiving
Off-site document storage is a fantastic way to create and make the most of valuable office space. When you consider the cost of renting premises every square foot counts and off site archiving is a cheaper way to make the most of your space.
How document archiving works
Document archiving companies provide you with simple assembly flat pack boxes and a pad to fill out so you can keep a record of the contents. They provide a barcode sticker which splits in two, one barcode to stick on the box and a smaller version to stick against your record on the pad provided. You make a copy of your record and give a copy to the archiving company, who would come and collect your boxes. If you require the archive box to be recalled, you just email the provider your reference and / or the barcode number and they would generally be able to deliver it back to you the next day. You can decide in advance how long you want the document archive boxes stored before they are securely destroyed. Alternatively you can leave this undecided and instruct them to securely destroy / return / forward them on at a later date.
Before you archive documents, we would recommend that you or whoever is in charge of doing the archiving, to enquire whether the documents really even need to be archived. It is more cost effective for you to have a company come and dispose of confidential waste as opposed to indefinitely archiving documents just to get rid of them.