Document Storage

Document Storage

Why Store physical files and documents?

For many organisations, scanning documents into a digital format has become a norm, but important, confidential, even financial / tax related paper-based documents often still need to be retained in their physical state. Be it preference or regulation driven.

Storing these on company premises might appear to be sensible, but people often forget the amount of expensive space they take up, as well as the cost of filing furniture, and maintaining the filing structure. And you only have to refer to company disaster limitation guidelines - often promoted by your insurance company – to find that relevant compliance for keeping documents on site can’t be met. So secure offsite storage is a logical answer.

IPC are here to help !

We have been providing  an unrivalled UK document storage and retrieval service with guaranteed service levels at cost effective prices, for over 20 years.
We have an alarmed, humidity controlled warehouse where boxes of paperwork are palletised and stored. Files or boxes in storage with us which need to be accessed can be retrieved and delivered to clients either by courier or if identified at file level within a box, they can be scanned and emailed within an agreed timescale as an optional service.

We can also supply a shredding service for documents which no longer need to be retained.

Retrieve and Scan – the more carbon neutral way of retrieving documents…

Rather than the expense of delivering whole boxes (not very carbon neutral) if clients can provide details of box contents in advance, we can retrieve just the relevant file(s) in a box and scan them in our scanning bureau, then email the file to a registered user at Client. Once safely received we return to the box which stays in our secure storage warehouse.

Our archive document storage optional services also include:

  • The supply of boxes
  • An emergency retrieval service
  • An audit facility
  • A re-boxing service
  • Long and medium term storage options
  • A confidential and secure collection service

What’s the cost for storage and retrieval?

Storage of standard size archive boxes (min double walled and ideally 15x12x20 with lid) are charged on a monthly basis, per box. There is a booking in and inspection charge that includes the addition to the warehouse data base, the costs all of which will depend on the size of the contract and number of deliveries.

After that it’s the cost and speed for retrieving either boxes for delivery back to clients or files for scanning to be sent via email.

All costs including collection delivery by secure courier will be quoted before any contract is implemented.

Some examples of who we work with:

  • Government Depts. (DWP, Environment Agency)
  • Hospital medical records (Addenbrookes, PB Forbes, Hinchingbrooke, NHS trust)
  • Architects (historic plan drawings and project files) e.g  Martindales
  • Pharmaceutical Lab Books (Vax equity, Erba molecular, TMO renewables)
  • Legal documents (HR – DANTE, Rapleys)
  • Ecclesiastical - Ely diocese )
  • Aircraft records (Marshalls AEG,)
  • Pharmaceutical (Laporte, Emergent, Biodexa, Organon, P Boro CHAD)
  • Drinks manufacturers (Refresco)
  • Food manufacturers (Hilton Meats)


Both private and public sector clients use our archive document storage services, for example: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.

Other Physical Document Storage FAQs

What sort of boxes do we need to use for storage?

Boxes should be of sufficient construction for stacking on pallets and should not contain material that weighs more than 20kg for each box. IPC can advise clients on suitable boxes if required. IPC retain the right to reject boxes delivered to the IPC  facility if overweight or of poor construction.

All boxes must be marked by number by client (min 2 box ends) in order for tidy stacking and data base entry. Numbering / colour coding can be used as required by client.

Last update on 25/05/2021 by IPC.

Where are boxes stored?

For over 20 years IPC has had a separate document storage warehouse facility based near Kings Ripton, Huntingdon, which is CCTV monitored, secure and alarmed, with intruder fire / smoke detection. Boxes are rack mounted on pallets.

Last update on 24/10/2023 by IPC.

How do we handle the secure storage of documents?

We can arrange collection in bulk or in smaller quantities, of properly constituted boxes or client can arrange for delivery themselves.

Firstly, as boxes are stored in tiered racking in our document storage facility, clients need to use relevant box size and construction to retain integrity especially over a long storage period, before filling with files (paper weighs a lot!). At IPC we can provide advice on the correct specification and even arrange for the purchase of agreed specification the boxes themselves if required.

Next all paper -based boxes should be labelled with the minimum requirements being the marking of box ends with the same relevant box number. A list of boxes to be collected for document archive storage should also be emailed in advance, to act as a check list on delivery.

Once received, we check the boxes in and they are entered on our database, as to bay location. We also confirm receipt and notification of any boxes that don’t meet agreed storage standards.
With our new warehouse system, clients will have web access to check locations and request retrievals themselves (normal business hours Mon – Fri) via our storage portal. The storage portal also has features to set notes and review dates against boxes, also full audit history is logged against each box so the client can see historic box information and the ability to download box lists for audit purposes, making managing your storage as easy as possible.

Last update on 07/11/2023 by Fifty21 Admin.

How quickly can boxes be returned from storage?

Options include standard 48 hr turnaround from client retrieval request, to an emergency 24 hour service. IPC can have boxes delivered via our secure courier service or clients can elect to collect requested boxes from IPC head office.

Last update on 25/05/2021 by IPC.

Do you provide a retrieval and scan option?

Yes, retrieval of individual sets of paperwork (non urgent) from stored boxes will be undertaken, based on client instruction as to the individual file information box (es)location. Charges will be for box retrieval plus time to locate paperwork and email to a nominated recipient, based on IPC’s Bureau day rate current at the time.

Last update on 25/05/2021 by IPC.

Is there a minimum contract period?

Yes, the minimum contract period for storage is two years.

Last update on 24/10/2023 by IPC.

Do you provide a confidential shredding service for records that are beyond their required storage lifespan?

Yes. Assuming client can provide accurate information i.e, advance notice of destruction dates for stored boxes. We will then add this information to our database and schedule these for confidential on-site shredding; however, we will always send a destruction order for client to sign off, at least 1 month before the scheduled destruction date. Costs for the service are based on weight, which will be quoted for at the time.

Last update on 24/10/2023 by Fifty21 Admin.