Architects & Surveyors Document Management and Storage

As a profession, the introduction of CAD has meant that plan drawings for design of buildings or structures are now all electronic. However older drawings (A1 / A0) are still in paper format, stored in plan cabinets, or due to size, rolled up in cardboard tubes. Project files for construction contain far more than drawings, such photographic information, meeting notes, correspondence and instructions and more. These files need to be retained for at least 15 years after the project has been finalised, even for the life of a building and more. At IPC we have provided secure storage & retrieval for Architects, such as Martindales.

Document Storage and Retrieval

Once the documents are received at our document warehouse, in suitable containers for long term storage, they are entered into our data base, for storage and retrieval. This stage is pivotal in maintaining the integrity and accessibility of the documents.

It encompasses:

  • Secure Storage Solutions: Utilising secure, climate-controlled storage facilities to protect documents from environmental damage and unauthorised access.
  • Efficient Retrieval Systems: Implementing advanced retrieval systems that enable quick and easy access to documents as and when required.

 

Document Scanning

Our document management scanning service begins with the initial collection and meticulous cataloguing of documents. This foundational step is crucial in establishing a systematic approach to handling drawing tubes, plans, sketches, and surveys.

This process involves:

  • Detailed Indexing: Ensuring each document is accurately described and indexed for easy identification.
  • Digital Conversion: Converting physical documents into digital formats for enhanced accessibility and preservation.
  • Categorisation: Grouping similar documents together based on specific criteria like project type, date, or relevance.

 

Secure Destruction and Recycling

The life-cycle of a document culminates in its secure destruction and recycling. This final phase is critical in maintaining confidentiality and adhering to compliance standards. Clients can advise the details for retention periods on entry for inclusion on the data base, noting that we will require signed destruction forms before shredding is implemented.

The process includes:

  • Certified Shredding Services: Employing certified shredding services to ensure documents are destroyed securely and in compliance with legal requirements.
  • Eco-friendly Recycling Practices: Engaging in environmentally responsible recycling practices to minimise the ecological impact.

 

If you would like further details on The IPC Group’s document storage services, please click here or call us on 08081 45 46 47.