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| Box Storage |
Need to Free up office space ? Move your office documents to a specialised facility. We can move your files in one bulk collection or in a number of phased smaller collections. Security, Convenience, Access – Storetec's Priorities for Document Storage Security, convenience and access have always been our focus at Storetec. When you entrust your documents to us, we work meticulously to keep them safe, with easy and fast access. |
- The History of Box Storage
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In recent years legislation has meant that documents of all types have a minimum retention period. The many different governing bodies have each applied their own parameters and rulings pertaining to document life periods.
Although companies over recent years have started to look towards document scanning, archive sizes sometimes make this an impossible dream. Paper document storage is here to stay, certainly for the next few generations.
The birth of box storage companies has evolved from the need to comply with such legislations alongside the growing concern of security within onsite facilities. Although space may not be an issue for some companies for onsite storage of documents, with tighter data protection laws companies may feel at risk from growing concerns such as theft, fire, flood and increasingly now acts of terrorism.
Companies with large amounts of box storage however may make onsite storage impossible. Many businesses such as Solicitors or Accountants require offices in prime locations with high rent and rates per square foot. Offsite box storage facilities can utilise lower rent and rated premises allowing a cost saving to the client.
To read more articles in this series please click the link below:
The History of Document Scanning
The History of Invoice Capture
The History of Document Hosting
The History of Data Capture & Indexing
The History of Microfilm & Microfiche Conversion
The History of Archive Scanning
- Box Storage - A Bluffers Guide
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Box Storage may seem straight forward – you file your paperwork in boxes and send them into storage. However, the reason for storing and not destroying is simply because you may require to access the original document again one day. That said there are three main areas to think about when choosing a box storage company:
- 1)What is the filing system the box storage company will use to file and store my documents?
- 2)What is the retrieval system if I ever need to produce the original document again and how quickly can this be found?
- 3)How safe and secure are my boxes from any type of destruction; flood, fire, theft?
Storetec uses O’Neil software which is a bar code system for tracking the boxes within their facility. Every box on arrival is allocated a bar code and number on arrival and all storage location have the corresponding barcode and number. O’Neil software is the world leading provider of box tracking.
If a document is required urgently by a client Storetec offer an innovative ‘scan on demand’ service. This service allows the document to be immediately located, scanned and sent to the client as a secure electronic document.
Storetec have a patrolled compound and fully monitored internal/external CCTV cameras. In addition the facility is protected 24/7 with fire and smoke detection which is monitored from a external command centre. No visitors are accepted onto the premises without prior meeting arrangement and all visitors are accompanied at all times. Anyone who does visit the facility has to sign a non disclosure agreement prior to entry.
To read more articles in this series please click the link below:
A Bluffers Guide to Document Scanning
A Bluffers Guide to Invoice Capture
A Bluffers Guide to Document Hosting
A Bluffers Guide to Data Capture & Indexing
A Bluffers Guide to Microfilm & Microfiche Conversion
A Bluffers Guide to Archive Scanning
- Box Storage Industry Sectors
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Box storage services can be beneficial for a variety of companies from SME’s to blue chip organisations. Storetec supply the box storage to the following industries:
• Medical and Healthcare
• Public Sector, Councils and Government
• Construction and Architects
• Education
• Legal and Law Enforcement
• The Leisure Industry
• Aerospace
• Financial Services
• Charities and not for profit organisations
Below are a few examples of specific sectors and why box storage with Storetec is the ideal solution for their business needs.Public Sector, Councils and Government:
The Government is moving towards the E Government, which stands for Electric Government or Connect Government involving the digitisation of Government documents. However, there are still documents that are required to be kept in their original format and at a secure location, with easy retrieval if requested.
Storetec conduct strict security in their storage facilities with no entrance to anyone without a prior appointment and signing of an NDA; this is why Storetec is the choice of many Public Sector Organisations for their box storage requirements.Financial Services:
According to the Law Societies Guidance for Ownership, Storage and Destruction of documents there are clear situations where original documents must be kept. For example; The Value Added Tax Act of 1994 states that all VAT and papers related to VAT liability must be kept for a minimum of six years. The Guidance also goes on to state that financial documents should never be destroyed such as deeds, guarantees or certificates without the express permission of the owner. Storetec can store all legal and financial documents on behalf of clients and documents can be retrieved, scanned and destroyed on request.
Construction:
In the construction industry there are many documents that are required by compliance to be kept in their original format. Often these documents, such as building plans, blue prints and maps can be large format and therefore difficult to store on a company’s own premises. Storetec’s box storage facilities are kept to a controlled environment at an optimum temperature to ensure the preservation of perishable materials.
To read more articles in this series please click on the link below:
Industry Sectors Document Scanning
Industry Sectors Invoice Capture
Industry Sectors Document Hosting
Industry Sectors Data Capture & Indexing
Industry Sectors Microfilm & Microfiche Conversion
Industry Sectors Archive Scanning
- Legislation Governing Box Storage
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More and more companies with large amount of paper documents that require to be kept in their original format are choosing box storage companies to house their documents with physical retrieval if required. Companies that are situated in prime locations can find keeping their documents onsite to be too costly as far as space is concerned.
Document retention policies can be a minefield to the uninitiated. An example of this is the Data Protection Act which has specific sections detailing its requirements these are:-
9. Physical and Environmental Security Management
9.1.1 Use physical security perimeters to protect areas
9.1.2 Use physical entry controls to protect secure areas
9.1.3 Secure your organization’s offices, rooms, and facilities
9.1.4 Protect your facilities from natural and human threats
9.1.5 Use work guidelines to protect secure areas
9.1.6 Isolate and control public access points
Storetec understand the compliance required by Legislation and ensure all of their facilities to physically store documents and Microfilm/Microfiche are kept in a contained environment in a highly secure facility.Acknowledgments:
To read more articles in this series please click the link below:
Legislation Governing Document Scanning
Legislation Governing Invoice Capture
Legislation Governing Document Hosting
Legislation Governing Data Capture & Indexing
Legislation Governing Microfilm & Microfiche Conversion
Legislation Governing Archive Scanning
- Box Storage Case Study
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HSBC Life UK Limited, HSBC Actuaries and Consultants Limited and HSBC Insurance Brokers Limited have been fined £1,610,000, £875,000 and £700,000 respectively by the Financial Services Authority (“FSA”) following an investigation into their customer data security measures. The measures were inadequate and failed to prevent customers’ confidential details against risks including identify theft. The fines would have been £2,300,000, £1,250,000 and £1,000,000 respectively but HSBC cooperated fully and agreed to settle at an early stage of the investigation.
The FSA’s investigation into the firms’ data security systems and controls highlighted the following. There were inadequate protections to guard against financial crime (including the theft of customer details). A floppy disk and a CD containing unencrypted customer data were sent by post or courier to third parties. Hard copies of confidential customer information were not locked away in cabinets. Staff were insufficiently trained on how to manage data security risks. The firms had previously been warned by HSBC Group about the need for robust data security controls.
Storetec Provide a box storage facility which is protected by a secure gated compound, CCTV and security patrols. A key coded entry system is required for access to the building which has more CCTV and is remotely monitored outside of normal working hours. The alarm systems protect the buildings and are directly linked to the emergency services.
Acknowledgements: https://www.eversheds.com/uk/home/articles/index1.page?ArticleID=templatedata\Eversheds\articles\data\en\Financial_institutions\FSA_fines_HSBC_270709
To read more articles in this series please click the link below:
Document Scanning Case Study
Invoice Capture Case Study
Document Hosting Case Study
Data Capture & Indexing Case Study
Microfilm & Microfiche Conversion Case Study
Archive Scanning Case Study
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