Secure collection and storage, bespoke archive indexing and fast retrievals to support liquidation cases
Insolvency practitioners, with offices in East Anglia and across the UK, regularly take on cases where the archive needs to be collected from businesses going into liquidation. The documents then need to be organised with easy retrieval a priority, whilst ensuring the safety and security of the files and compliance with data protection regulations. This is time intensive work, making outsourcing to a trusted service provider a viable option.
This particular company was looking for a long-term storage partner to work with them to streamline the archiving case management and chose Archive-Vault. The lack of physical space in their offices to store the archive boxes was also a deciding factor as was the lack of staff available to co-ordinate this sector. We’ve now provided support on over 150 cases and continue to do so.
As an established Archive-Vault client, they know they can rely on us to get the job completed to a high standard and handled with sensitivity each and every time. We provide a document management service for the insolvency practitioners.
The Industry
Due to the nature of our business the client name must remain anonymous. That said, we can talk about their industry.
Insolvency Practitioners are appointed to help resolve difficult financial situations and a big part of their role is handling companies that have gone into liquidation.
There are so many reasons why a business goes into liquidation or administration. Insolvency Practitioners inherit the archiving from the company and this is where Archive-Vault steps in.
Read on to find out how we help our client on a typical case, leaving them free to focus on additional urgent priorities such as progressing the case work.
The Challenge
The insolvency practitioners need to get the archive from the company going into liquidation, organise the files and be able to access them easily.
Collecting the archive
The first challenge is securely collecting the archive. This needs to be done at a time when it’s convenient for any remaining staff or keyholders and within the timeframe of the insolvency practitioners.
Organising the files
A company that’s in the process of going into liquidation may only have the owner or skeletal staff who can organise the archive. Each box could be a mixture of documents rather than adhering to a filing system. If there was a system in place, this might not be obvious to anyone outside the organisation. The challenge in this instance is to sort out the archive and then organise it in a way that suits the Insolvency Practitioners, so that they can search for the relevant files quickly and easily.
Accessibility
When working on the case, it’s a priority that the insolvency practitioners can access files as and when they’re needed. This could mean viewing digital documents or obtaining the physical files within a specific time frame to progress the casework.
The Archive-Vault team rise to the challenges outlined above. We thrive on finding solutions that work for our clients.
The Solution
Step 1: Collecting the archive and secure storage
When we work with the client, they notify us of the case details and how many boxes need to be collected from the company. We then arrange collection direct with the client, whether they’re in Wales, Bournemouth or just down the road. At Archive-Vault we work locally in Norfolk and across the UK.
For example, in the case of a solicitor going into liquidation in Birmingham, we would organise the collection of a hundred boxes and liaise directly with the business to organise everything. When we work on behalf of our Insolvency Company client, we appreciate that the organisation we’re going into is experiencing difficulties and are sensitive when dealing with any staff. We try where possible to accommodate their suggestions for the timings of the collection while ensuring we keep to our client’s deadline.
We take care of our clients’ files. They are safe and secure in our purpose-built flood and fire resistant facility which has 24/7 CCTV and security alarms.
At Archive-Vault we prioritise the security of client data to help ensure compliance with the GDPR and other data protection regulations.
Step 2: Organising the files
The Insolvency Practitioners can confidently leave us to get the archive ready. We organise everything for the case and categorise it by document type such as HMRC records and supplier invoices.
We discuss with them to ascertain how they need things to be organised and create a bespoke indexing system for the archive.
The process of organising the archive involves sorting through the boxes looking for paperwork and making sense of it, which can take considerable time. Our expert team then catalogue and index the documents as per our client’s exact requirements. The result – the files can be found quickly and easily by the Insolvency Practitioners.
Step 3: Access case files when needed
The Insolvency Practitioners need to work at speed. We ensure they can access the case files round the clock.
Using our secure client portal they can locate the items they need 24/7 through an online inventory of their documents whether they’re at file or box level. Our client can then ask us to find any document, scan it and send it to them.
Whenever they need the physical file we can arrange for a secure delivery to their premises. We offer a fast and flexible retrieval and collection service. What’s more, because of our barcoding system there is a full audit trail of all documents. We have robust security procedures at Archive-Vault.
Key benefits for you
We handle everything
From the collection of the archive and secure storage to organising the files and facilitating easy retrievals. We take a heavy workload off the client’s hands giving them peace of mind that everything will be carried out properly with safety and security of data a top priority.
Thorough cataloguing and bespoke indexing for easy search
Our team organises the boxes, then catalogues and indexes the files according to the client’s exact requirements ensuring the documents can be easily located.
Client portal and easy access to files
Through our client portal we make an inventory of the archive files available 24/7 for the insolvency practitioners with digital files sent quickly on request. They can get fast retrievals of physical documents with secure door-to-door delivery from our storage facility to their offices or an approved address if they’re working from home. Barcode tracking ensures the documents are easily located at all times.
The Result
We collect the archive from the company going into liquidation and store it in our secure facility, we index and organise the files for easy search, and enable easy access to digital and physical files. Prioritising the safety and security of data at all times. We handle everything with sensitivity according to our client’s specifications and time plan.
Let us be part of your success story
Archive-Vault supports businesses across East Anglia and the UK. Why not join the other businesses and organisations that choose us?
Want to know more about how we can help? Let’s talk about your records management. You can call us on 01603 720722 or email info@archive-vault.co.uk.
