Whilst self storage is ideal for storing items like furniture, Christmas decorations or a temporary home for your house contents during a move, it’s not recommended for invaluable client documents for businesses, here’s why:
No damaged documents
If you walked into our warehouse you would see floor to ceiling racking with boxes stacked three high per shelf, a system we’ve created to keep your documents safe. When using self-storage there is the temptation to make use of all the space available to you, often haphazardly stacking boxes on top of one another, causing the documents inside to become damaged. Not only does over-stacking have an impact, it also depends on what type of boxes you use. Here at Archive-Vault we have specially designed patented boxes which are incredibly sturdy and sure to keep everything inside in top condition.
Everything has its place
Each box in our facility has a barcode scanned to a specific location so we know exactly where each customer’s box is. You can take full advantage of this system with our scan-on-demand service; simply submit a request via the portal, we then find the document and send you a digital copy. This saves you the time and hassle of travelling to your storage unit and spending all afternoon searching through random boxes to find it. Indexing your documents is super important and manually indexing everything is incredibly time consuming, not to mention the increased potential for your records to become out of date. With document storage everything is done on the client portal at your leisure, plus anything that’s updated, relocated, retrieved, or new to store is recorded in a live audit trail, so you know where your documents are at all times.
Time is of the essence…
Self-storage may seem cost-effective but once you factor in the time it takes for a member of staff to transport the boxes, put them in the store, and update your spreadsheet it soon adds up. With document storage all of this is done for you, all you need to do is book a day for us to collect or deliver your documents. We then do all the heavy lifting and save you time, leaving your staff time to play to their strengths while we play to ours. Need something today? We can have a file to you within two hours (subject to location), or if you need something super fast we have a digital retrieval system allowing us to scan a copy over for you to download from the portal.
Time on the road
You’ve used the document you retrieved for its purpose and need to refile it, do you really have time to drive all the way back to your storage unit to put it away and then update the spreadsheet? To save time there is always the temptation to put it in whichever box is closest, thereby messing up your painstakingly created index, if it even makes it back onto the spreadsheet! With document storage there’s no need to worry, as you simply book your collection via the portal. Your file is guaranteed to go back into the same box it came from due to our barcoding system and your portal will be updated accordingly, what could be simpler?
Interested in finding out more? Contact us for details, we’ll be more than happy to help. You can call on 01603 720722 or email at info@archive-vault.co.uk.
