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.