Choosing a secure storage provider is an important decision and not one to be taken lightly. If you’ve been thinking about whether to support local or go national with your storage, we’ve put together a few reasons we think you should choose local.
1. Easy to switch
If you’re not happy with your current storage provider, but the main reason you haven’t left is that you are put off by the ‘hassle’ of switching, then we’re here to tell you the process couldn’t be more straightforward. Archive-Vault manages the transition from start to finish, saving you additional admin and time.
Firstly, we need all the details of your documents in store.
Secondly, we make arrangements with your account manager (if you have one!) at your current provider to collect all your stored items. Once a date is confirmed, we co-ordinate a secure and socially distanced collection.
Finally, we cross-reference the data against what has physically arrived in store, flagging any discrepancies at the time to ensure nothing is missed, and everything has been collected from your previous supplier. Each box will be scanned as it arrives into store, providing you with a full audit trail the minute they are in Archive-Vault’s premises.
If you would like to review the boxes once they have arrived in store, we have a brand new purpose-built Review Room where this can be done. Regularly reviewing items is an excellent opportunity to check you are not storing documents longer than necessary, which helps keep your storage costs down and ensures you remain GDPR compliant.
2. Simple to set up
If you’ve been considering offsite storage, but the thought of “Where do I start?!” is overwhelming, it really isn’t as daunting as you think. We do all of the work for you. If you have large quantities of loose documents stacked up in a basement, or even at the back of the office, Archive-Vault can box up and index all your documents.
If your files are already boxed but taking up too much space – we can collect them at a date and time to suit you. If you haven’t got a full inventory already, we can index these at a box or file level for you.
Once the boxes are in the warehouse, you can see all your inventory on our Client Portal quickly and easily, giving you full control. Security can be set up at different levels depending on your needs and we are able to set up fully customisable categories for indexing, making the Portal bespoke to you business.
3. Easy to access
We carry out regular & secure deliveries, and being well positioned to the NDR means that we can get to you quickly and efficiently should you have any urgent requests. Making a request is really simple too. Just let us know which document you need via the Client Portal and we do the rest, arranging delivery at a time convenient to you. If you need regular retrievals, we can set up a scheduled service. If you don’t need the hard copy, we also have a scan on demand service; you make the request via our client portal, we locate the document in storage, scan it and either upload to the Portal or send via email.
4. Personal service
What we think is the best about working with a local provider is getting to know the Archive-Vault team on a personal level. Unlike many national companies with head offices and call centres that are in multiple locations, our warehouses and office are on the same site so there is always a real person at the end of the phone that you know and trust. If you have a query you can just give Emily or Zoe a call, they’re always available to answer queries. If something needs looking into further they can quickly get the answer for you as there are no long communication trains here.
5. Fully secure purpose-built warehouses
We have recently extended one of our warehouses to offer even more storage, a review room, and a new office so you have the ability to visit anytime to review any boxes. Both warehouses have floor to ceiling racking and the majority of documents are stored in our specially-designed durable storage boxes to make sure everything inside is not only safeguarded but also protected.
6. Friendly, honest service
Finally, we promise there are absolutely no hidden fees. Unlike some national companies, we discuss everything with you so there are no nasty surprises on your invoices. Being a small, family-run business our reputation is incredibly important to us so we do everything we can to work with customers to find the right solution for them. We handle everything with care when it comes to picking, packing and transporting documents to make sure they leave in the same condition they came in. We treat everything in storage with the same high standard; whether it’s a couple of documents or thousands of boxes, they are all important.
If you’d like to find out more about how storing with us works give us a call on 01603 720722 or email at info@archive-vault.co.uk.
