Sometimes “Archive” storage and “Document” storage are interchangeable, however they do have different definitions within the Secure Storage world. Read on to find out more.

Archive: Noun

1. Archive: documents or records relating to the activities, business dealings, etc., of a person, family, corporation, association, community, or nation

2. Archives: a place where public records or other historical documents are kept

Document Storage:

1. rarely used or obsolete documents are stored, usually to save space elsewhere whereas archive storage is where documents are organised and kept for their particular value / importance.

We store boxes regardless of their type, size and style. However, we cannot accept boxes that are split or in any way fail the basic function of containing confidential information. Likewise boxes that are overfilled or have broken handles may pose manual handling risks and so, with the customers consent, are reboxed. Our boxes are usually cheaper in the long-term. Read on to find out more.

There are many different brands and styles of archive boxes. As a document storage company our number one concern is the protection of confidential information. Whilst we always handle boxes carefully, cheap variations eventually fail and that puts the security of your information at risk.

Handles that tear, interlocking bases that fall out and weak walls that cause boxes to keel over are a safety hazard too!

Not all boxes are the same and so we have a checklist to illustrate how quality boxes can actually be cheaper when their total life cost is considered.

As part of our paper shredding services, all contents of your boxes are tipped directly into the shredder. There is no need to transfer the box contents into shred sacks. Some on-site customers do choose to keep the boxes for re-use. If they are not retained by the customer they can be shredded too or baled up at Topwood for recycling. Read on to find out more.

When we collect your confidential documents for shredding, we will transport the boxes from your office shelves, straight to the shred truck. We can then either shred the entire box, or we can empty the box into the shredder so that you can keep your useful box.

Shredding the entire box is not only quicker, but also more secure as there may be personal information on the outisde of the box.

With our document shredding service we can also clear storage rooms, shelves, and do a bulk archive removal and shred for you.

Can we have the archive boxes back after shredding?

Yes – customers often request we shred files directly out of archive boxes (or other containers) as this saves them the effort of transferring everything into sacks. If you wish to re-use the boxes we can return them empty once the contents have been securely shredded.

When carrying out a document shredding service where the customer has archive boxes there are two choices:

1) Shred the entire box and the contents

2) Empty the box into the shredder and keep the box to return to the customer

It may be cheaper to re-use boxes. However, if you have personal information written on the outside of boxes, we would recommend shredding the boxes.

Our storage service simply uses barcodes on the exterior of boxes to ensure all personal data is secure.

If you choose to keep your box remember:

Pieces of paper could get stuck to the sides of the box, and if that box is re-used and the paper is read, a security breach may occur.Archive boxes that have been used multiple times will get weaker and weaker. Consider using strong Topwood archive boxes.Remove any details on the exterior of the box that could be considered personal information

Self-storage costs are fixed according to the size of the unit available. Our archive storage provides the space you actually need. Other services we provide include free collection, retrieval and delivery, online access to documents, and secure destruction. This contrasts with self-storage where these services have to be managed by you which is time consuming and costly. Read on to find out more.

The Risks of Self-Storage vs Topwood Document Secure Storage

Security

Our secure storage units at Topwood are covered by CCTV 24/7, with secure gates, doors, and barriers between the actual storage units.

Topwood are accredited to ISO27001, which is the highest standard for document management.

Management

In self-storage, it is up to you to travel to the storage unit and locate your file, which could be a long and arduous task if there are no organisation measures for your files. At Topwood, we pride ourselves on our file organisation and management systems. When you need a file, all you need to do is quote the box or file barcode number, and we will locate and deliver the file to you.

Cost

Depending on the size of the unit, self-storage can get very expensive. Not to mention all the costs involved with your staff travelling to the units, and managing the files themselves. Topwood’s Secure Archive Storage is a cost-efficient way to manage your documents, plus all of our extra services (see below) will save you both time and money.

You should also consider the “cost” of any security breaches that could occur if, for example, a staff member forgets to lock the unit. What about if a staff member leaves files in the wrong boxes? It could take weeks to locate the correct files and re-organise them. Topwood are experts in confidential document management.

Staff

Staff at self-storage units are not Security Vetted. Topwood requires all staff who come into contact with sensitive material to be security vetted to BS7858. This vetting is required to comply with shredding standard EN15713 and is completed on all staff who work in our shredding, storage and scanning operations.

Services that form part of Topwood’s solution:

• Collection
• Delivery
• Online access
• Electronic document management
• Secure destruction
• Scan on Demand
• Security Vetted Staff Members

When using our secure off-site secure document storage services there are a number of ways you can prepare files for archiving from labelling individual files with barcodes we supply, to putting files into strong archive boxes. Read on to find out more.

How to archive files for storage:

Order Materials – call or email to order storage boxes and barcodes from Topwood. Index the files – using our online database or direct onto your own database, apply the file barcode and record the key fields: barcode number, client name, type of document, matter, department, destroy date.

Using industry leading software we manage information at three basic levels:

• Container (box)
• File (or data tape)
• Document / image

The level of storage depends on the degree of indexing required. We can supply barcodes for all levels.

As a general rule:

• Label each item with a relevant barcode
• The metadata and key fields should be cross referenced with the barcode on a secure database
• Use strong archive boxes – cheap boxes can be a security and safety hazard
• When barcoding boxes always apply the barcode to the end indicated on the box
• Never barcode or write on the box lid. If the lids are mixed the identity is lost

3. Arrange a collection:

Phone: 01948 770 152

Email: sales@topwoodltd.co.uk

Online chat now.

Accurate cataloguing and indexing of records is essential when they are archived. This is so they can be picked and delivered to your desk when they are recalled. Archiving and indexing files & documents can be a time consuming process which can pull people away from tasks that are more profitable for your company.

Topwood’s archiving software offers an online portal allowing our customers immediate access to their documents.

Our system enables you to login to our system and see for yourself which of your boxes, files and documents are currently stored in our facility and also allows you to request Retrievals, Arrange Collections, Order Archiving Supplies, or check the status of outstanding requests.