Stevenage Document Storage

Document Storage

Managing office spaces and data storage in bustling towns like stevenage can be intricate, given the soaring costs and growing data management needs. The IPC Group addresses these challenges with bespoke document storage solutions that are innovative, efficient, and secure, reshaping the way stevenage-based businesses deal with data.

Document Retrieval Service

Instant and smooth access to data is essential. With this understanding, The IPC Group has refined its document retrieval systems, allowing businesses in stevenage to choose between:

  • 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.

Prioritising data security, The IPC Group’s storage facility, located near stevenage, is equipped with advanced security features. From contemporary alarm systems to effective climate control measures, every aspect is designed to thwart potential threats, ensuring businesses stay compliant with Business Continuity standards.

Document Lifecycle Management

Beyond mere storage, a systematic approach to document lifecycle is crucial. The IPC Group’s rigorous database management ensures each document is held for its intended duration, in line with data protection standards, guaranteeing organized record-keeping.

Confidential Shredding Service

Ensuring data safety extends to its disposal. The IPC Group provides stevenage businesses with a trusted shredding service, where data is disposed of securely. After shredding, firms get certificates, attesting to the secure elimination of their documents.

Document Scanning Service

With over 25 years of unparalleled service, The IPC Group stands as a beacon of excellence in document scanning in stevenage. Trusted by leading institutions, from NHS providers to aerospace companies, our reputation is built on reliability. Our expertise spans scanning diverse documents, from intricate financial papers to expansive project archives. We're dedicated to converting your vital paper documents into a secure digital realm seamlessly.

In search of a fast, reliable solution for Document Storage in Stevenage? 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.