Newmarket Document Storage

Document Storage

Navigating the complexities of office space and data storage in bustling towns like Newmarket presents difficulties, primarily because of steep costs and growing demands for data handling. In response, the IPC Group has introduced tailored document storage services, revolutionising the approach Newmarket's businesses take towards information management by safeguarding confidential data.

Document Retrieval Service

The IPC Group has enhanced its document retrieval systems to address the increasing need for quick and seamless access to data. This improvement offers businesses in Newmarket a diverse selection of solutions tailored to their specific requirements.

Our document retrieval services feature:

  • Efficient courier delivery to save time.
  • Personal document collection for added control.
  • The modern 'Scan on Demand' feature, converting physical documents to digital for remote access.

Located near Newmarket, The IPC Group's storage facility is equipped with advanced security features that exceed expectations in data protection. With the implementation of sophisticated alarm systems and top-tier climate control technologies, we have thoroughly covered every detail to ensure maximum security and strict adherence to Business Continuity standards for businesses. Document Lifecycle Management

Document Lifecycle Management

Adopting a systematic and organised method for document lifecycle management is vital, extending beyond basic storage. The IPC Group's adherence to precise database management ensures that every document is kept for its intended period, aligning with data protection standards and ensuring orderly record management.

Confidential Shredding Service

Companies in Newmarket deal with various sensitive documents every day, such as personal records, financial statements, and contracts. Our confidential shredding service offers a reliable way to dispose of these confidential documents, ensuring complete adherence to data privacy and protection laws.

Document Scanning Service

Boasting more than 25 years of experience, the IPC Group is recognised as the leading document scanning service provider in Newmarket. Our reputation for unwavering reliability has won us the respect of notable organisations, including those in the aerospace industry and NHS suppliers. Specialising in the scanning of diverse documents, from detailed financial statements to extensive project archives, our mission is to facilitate the swift and secure digital transformation of your important paper records.

In search of a fast, reliable solution for Document Storage in Newmarket? Click here for a fast quote or reach out to us at 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.