• Why store documents off-site
• Preparation for storing records off-site

Our service is simple to operate and administer. Clients archive storage is placed within the warehouse and upon receiving a request from a client; documents are retrieved from the warehouse and returned to the client. Boxes are Bar Coded with all movements monitored by our Record Management software.

We offer two main services a Managed Service which includes all movements in and out of the store and a Deep Storage Service for a more static archive. Managed Service is provided for both boxed archive and file by file; Deep Storage is only available for boxed archive.

Document storage - Managed service
We have an easy to use entry system which allows document storage information to be entered electronically. Records are tracked the moment they enter the warehouse, and all movements are recorded on our computer system, via bar-coding and scanner technology. A free next day delivery service is provided to customers who request their archive by 3.00pm the previous day.

Review dates can be entered for each box and prior to the date we will alert the customer to the fact that the review date is due. A dual audit trail is created for all deliveries and collections. All movements are scanned and a work order created which identifies all boxes collected and or delivered. Any movements which are incorrect are highlighted by exception reports. The customer also has a paper audit trail for all deliveries and collections.

Whitefields Document Storage makes a simple quarterly charge for the storage of a box. This charge is only dependant upon the size of the box to be stored. The charge is all inclusive; no charge is made for box movements on and off the shelf. We offer a FREE collection and delivery service for next day delivery.

Document storage - Deep service
We provide a deep storage service for customers who have documents which will not need to be returned to them but are still required to be kept within their secure archive. Deep Storage can be invoked in the same way as the managed service but box deliveries are charged for. Collections are normally made at the time of the next delivery.

It is possible to mix the Managed and Deep Storage services with more recent and active archive on the managed service, and long term static documents on deep storage.

We use one of the leading Record Management Software companies to provide our Record Management system. Click here for more about Security and Record Management
We cover Derby, Nottingham, Leicester, Lincoln, Mansfield and the surrounding area.