Secure Physical Storage
Secure, purpose-built warehouse storage designed to protect and preserve your physical documents and records.
Overview
Key Features
- Climate-controlled environment
- 24/7 security monitoring
- Fire suppression systems
- Barcode tracking system
- Regular inventory audits
- Secure transportation
Benefits
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Protect documents from environmental damage
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Free up valuable office space
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Maintain chain of custody
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Reduce insurance costs
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Ensure regulatory compliance
Implementation Process
Initial consultation to determine volume, retention requirements, and DPA 2019 compliance needs. Includes providing specialized packaging and guiding the client on initial record preparation.
Records are collected from the client's premises and transported to our secure facility under a strict Chain of Custody protocol.
Each box is assigned a unique, permanent Archive Warehouse barcode, which is scanned and logged into our secure inventory management system, linking the physical box to its digital record.
The client's records manifest is integrated into our system, allowing for digital search and retrieval requests. This creates the secure, auditable catalogue.
Boxes are placed in their designated location within the facility
The client initiates a request for a specific box or file via our secure portal, email, or phone.
The requested item is retrieved, logged out of the system, and delivered to the client's office via secure transport.
The client signs the final Chain of Custody form upon receipt, completing the auditable loop and confirming the integrity of the record.
For single-file requests, the box is retrieved, the file is scanned and delivered digitally via an encrypted link, and the physical box is immediately returned to storage.
The secure method used to transmit scanned documents to the client, ensuring DPA 2019 compliance for data in transit.
The client is automatically notified when records reach the end of their legal retention period, initiating the compliant, certified destruction process.