EXPERTS IN DOCUMENT & ARCHIVE

Deed Storage

Here at Storofile we can offer secure, fireproof vault storage for your deeds, CD backup and other material that is vitally important.

Lenders these days do not necessarily need the information contained in the deeds for property, however they are still unique documents and of vital importance. Deeds are often provided on mortgage redemption and home owners must ensure that they are kept securely.

This is required because any prospective purchasers need to know whether there are restrictive covenants on the property such as stopping building work for example, and that any past work has got full planning permission. Would you buy a house without that knowledge?

To date, information of this kind is not held on any computer records, so paper records still need to be retained.

You can also use these facilities to secure you important information and your companies important CD / DVD backups that cannot afford to be lost

Secure Fireproof Vault

Storofile can offer a secure fireproof storage option for all those important documents, CDs and other material that is vitally important to your business, giving you that extra peace of mind.

Legal Documents

Storofile the Specialist Provider for the Storage of Legal Documents

Storage of legal documents is now a fact of life for every legal firm in the UK. With regulation increasing year on year, legal firms are required to retain and ultimately securely dispose of legal documents once no longer required.

Retention and storage of legal documents for long term periods can often be best addressed through the use of offsite long term document storage facilities. However, you need to consider:

• Your access requirements to the documents
• How you will provide an audit trail of who accessed the legal records and when
• How you will track the lifecycle of those legal documents
• When and how those legal documents are stored
• When they can finally be destroyed
• These are all important considerations for compliance, best practice, data protection and adherence to the legal code of practice.

Controlled access to your legal documents in storage

Any access to our legal document storage facilities is strictly controlled. The buildings themselves are completely anonymous, secured with high perimeter fences. We control access to the premises. All authorised access to the legal documents in storage is supervised and recorded. Unauthorised access to the storage units is prevented with a state-of-the-art intruder detection system linked directly to the local police station. We have video monitoring throughout the facilities.

Our team is trained in packing and preparing your legal documents for storage. Security starts with collection, we have invested in our own fleet of vans. We employ the drivers directly, this means no outside agencies. The collection of your legal documents in preparation for storage will always be undertaken by Storofile Staff, who are vetted as part of the recruitment process.

We are also signatories to the Data Protection Act and our staff are all fully briefed and trained with regard to keeping all personal data safe and confidential.

Advanced fire protection for legal documents in storage

We protect your legal documents whilst in storage. They are held in our safe, secure purpose built environment. In addition we offer the option of a Fireproof Vault for really important documents; this would allow the documents to be recovered in the event of a disaster.

Access to legal documents whilst in storage

We can provide physical access to the original documents, or we can remove the documents from storage and return them within two hours if necessary. We have arrange of service and cost options available.

However, some of our clients prefer us to either scan the legal documents prior to storage – raking the documents available along with metadata in a secure online document management system – or on our secure FTP server or on CD or DVD.

We also provide a scan on demand service delivering a digital copy of the legal documents held in storage, rather than a physical copy or the original when access to the document is required. This saves time, is environmentally friendly and ultimately reduces on-going costs.

Access is a key consideration, when pricing our legal document storage service and this is an area where we will provide advice and guidance during the sales process.

Secure online access to track legal documents in storage

As legal documents arrive at our storage facilities, they are indexed and scanned into our system using a barcode. This allows us to identify where a box is stored in the facility and to track the box, its contents and the activity relating to it throughout the period for which it is in storage with us. All of this data is accessible securely over the Internet via our tracking data-base. This enables our clients to provide detailed data in the event of any test of compliance.

The commercial benefits of Storofile’s legal document storage services are straight forward and easy to understand:

• We enable our clients to track, measure and test compliance for the retention and storage of legal documents
• We do not insist on minimum invoice values
• We provide an end-to-end service that is secure. Starting with the collection, of legal documents through to controlling and tracking access and retrieval (whether physical or scanned). Through to the secure destruction of those legal documents no longer required
• We provide a cost option, using space saving technology to reduce the amount of physical storage needed lowering the overall storage costs for legal documents
• We can provide fireproof vault storage for further protection

Our Facilities

Purpose built document storage facilities. The valuable and in some cases irreplaceable nature of business records means that there can be no compromises when it comes to the facility in which documents are stored. Our site is perfect for storing your sensitive and valuable records.

Some important features of our site:

• Detached building to prevent any risks associated with terrace style structures
• Self contained plot that is not shared with any other business or user
• 8 foot steel palisade gates and hedges around the entire perimeter of the site with only one access point on or off site
• Site located well above any flood plains.
• Fireproof vault for storage of important documents

We also use the following security points:

• Access to sites is strictly employee only. Customer visits are by appointment and supervised throughout
• Fire and intruder alarms are linked to a central, 24 hour monitoring station
• Smoke and motion detectors located throughout our facilities
• 24 hour CCTV monitoring

A4 & A3 Archive Boxes

At Storofile we can provide two sizes of extremely heavy duty archive boxes. These boxes are high quality and are so strong they can take the weight of a man on top of them. They should last the lifetime of the contents and save you wasting money on having to constantly replace cheaper lower quality boxes.

Barcodes

Document Barcoding and Labelling System

Here at Storofile we use a system of bar codes and individual file labels and combine it with our 15+ years of experience to produce a system that can find your records in minutes. Just look below to see the advantages of our system.

Trying to find a needle in a haystack?

If you manage your own archive storage, finding that important document can really be like finding a needle in a haystack. Our bar code tracking systems, file labelling and expertise ensure that your files can be found in minutes. Your staff can get on with more cost-effective work.

Quality Service Assured

In addition, every record is scanned using a handheld barcode scanner. We use a system of barcoded delivery notes to validate every pickup and delivery transaction. Importantly, our staff receives the training necessary to put this powerful tool to work for every valued customer.

Our document management system ensures that accuracy is maintained at all times and is a core part of our Quality Management System. The use of bar coding allows us to interrogate the system and tell customers exactly where their files are at any one time, whether in our warehouse, in the outgoing bay or even if it’s on the van.

Case Studies and Testimonials

Case Study 1

A Midlands council has over 2 million purchase and financial records. Their storage facilities were scattered all over the Borough and retrieval was difficult. Storofile transferred all the files into barcoded boxes, listed the contents on an Excel spreadsheet and now stores them at their secure facility. Retrieval is within the hour by E-mail and department recharging is eliminated.

Case Study 2

Storofile is Storing 850,000 medical records for a hospital. They request 30-50 records per week. All retrievals are completed within the hour by email or fax where previously it took several days using their own onsite storage system.

M.D. of Storofile LTD

Jim Sutcliffe M.D. of Storofile Limited says, “This system eliminates high staff costs and time wasted searching dusty records. No re-filing, no lost documents and no photocopying. Off-site storage is proven to save up to 50% of expensive on-site costs bearing in mind rent. rates, light heating, wages, etc.

Testimonials

Martin Pate, Managing Director at Bournemouth Solicitors says…

“Since switching our archiving of files to Storofile we have not only saved money but the time it takes to archive and file. Jim and his colleagues are always helpful and professional. For any firm with a large caseload it is a sensible option and I would not hesitate in recommending Jim and his firm”.

Marina Thomas at Large International Defence says…

“I just wanted to say thank you for completing the scanning work so quickly and professionally, I am happy to recommend you to other people requiring this service if you ever wanted a reference as you have done an excellent job at very reasonable price, so thank you again”.

Helen Bolton at Healthcare Company says…

“Excellent – I am pleased I made the decision to change to Storofile”

Adam Brown, SHO at a Large UK Hospital says…

“Thank you very much, that was fantastically quick.”

Mark Jacobs FCA Socdie Deyong LLP says…

“The scans I’ve looked at are knockout thanks – big screen gives so much more detail than the originals – shall recommend your services onward”

Sasha Dibben from a Housing Association says…

“You know what? You are simply marvellous”