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Legislation requires the retention of documentation that is produced by an organisation through normal daily operating procedures. Docustore has a wide range of services to cater for all records management needs. These range from highly secure document archiving and storage to secure document destruction. Other valuable documents may also need to be stored off-site in a secure location. Docustore will advise you on the correct storage environment for your particular documentation.
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We provide branded Docustore storage boxes, which are industry defined as the most appropriate method of storing documents and files. Individual files and storage boxes are bar-coded on entry to our secure facility and tracked allowing simple retrieval and recovery for our clients.
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Docustore provides a secure and confidential shredding and destruction service. Files that are no longer needed are securely destroyed. No third party is involved. All archive boxes are also destroyed. Even when older files are no longer needed for record purposes, they may contain sensitive information, thus justifying the need for shredding. In common with many of our clients, Docustore shares a commitment to best practice on environmental issues. Any material shredded is then put forward for recycling.
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The storage process begins with a fax, phone-call or email, indicating when your boxes are to be collected, and your location. We will provide storage boxes and will collect the boxes you’ve already packed. With each batch of boxes being collected there is a simple form to complete with details of the boxes to be stored. State how many boxes are to be collected and our system will ensure they are taken safely and securely into store for you.
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Your boxes are sealed and stored in our purpose-built humidity-controlled warehouse, which is protected by intruder alarms, 24-hour CCTV, infra-red detectors and smoke detectors. At any stage, the location of an individual box may be checked. Using O’Neil software, an audit trail is created, charting the movements of every single box. This audit trail is retained for the life of the box.
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If boxes are given a review date, when the box is first deposited we will advise you when the review shall take place. This will lead to a reduction in storage costs. If you request any boxes and then decide to destroy them yourself, you simply give us the details by fax or in writing, so we can amend our records and cancel storage costs.
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If a document is needed, we return the whole box back to you for your own staff to open. Your privacy is treated with the utmost respect. To request a box from storage, simply send us a fax or email telling us the recipient, the barcode number or the alternate code.
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