Document Storage

Off-site document storage – secure, professionally managed document storage solutions for your business

Here at ProScan Document Imaging, we offer highly secure off-site document storage solutions for business’, charities and public sector organisations.

Storing boxes of information on-site can clutter your office space and doing so may present a health and safety hazard to staff. Storing records in self-store venues is expensive and inconvenient when you need access to your information quickly.

We can provide you with certification-compliant storage for your documents. Our system is simple, secure, and competitively priced. If your business is within the Hampshire area, we will collect your documents from you. For businesses further afield, we arrange for a trusted courier to collect them.

ProScan Document Imaging is a UK based service that offer document storage solutions to fit your business requirements and are competitively priced. Our buildings are monitored 24/7 by CCTV, only accessible by passcode, and safeguarded by fire suppression systems.

To find out more about the document storage service we offer, please call us on 023 8063 0050, or simply fill in the form below.

The benefits of document storage

As your business grows, so does the amount of paperwork you need to store. Keeping physical records within your business is a legal requirement for certain organisations but keeping document storage boxes onsite can be costly and take up a lot of space.

Using a document storage facility like ProScan Document Imaging’s frees up space, keeps documents secure and also keeps you up to date with GDPR requirements, therefore avoiding any data breaches.

Document storage frees up space in your property

Keeping rows of filing cabinets or shelves of paperwork takes up floor space in your business that could be put to better use. Using document storage companies like ProScan Document Imaging means you can move paperwork out safely in order for more desks, equipment or stock.

If your business is growing, make sure you have the room available to expand with it. By shifting your administrative documents into secure document storage you can be sure to have the space you require.

Storing documents safely and securely

Off-site document storage companies are required to meet legal standards. By moving your files to a professionally managed UK document storage facility, it will be protected by measures such as CCTV and advanced security measures.

The building itself also has extra measures in place to avoid potential disasters such as fires and flooding.

Storing files and folders of confidential information on your premises risks theft or unauthorised access. Using an off-site document storage site like ProScan Document Imaging’s prevents any unwanted attention as your documents are safely locked away. Any staff members that have access to your documents are vetted and trained accordingly.

Document organisation and filing systems

Over time, in-house filing systems can become unreliable. Working within a larger team or in a busy office can mean files are harder to find without someone actively managing them and keeping cataloguing in check.

If you choose to store your data in a document storage and management facility, you can benefit from their accurate filing system – which is discussed with you first. This means any additional documents you add to storage will be put in the correct place and you can be sure to find them easily at a later date.

Should you need to recall a document storage folder for any reason, simply call us and request it. We will deliver it back to you promptly via our trusted courier.

Keep up to date with regulations and GDPR requirements

Correct storage of confidential information is a legal requirement. Add an extra layer of security by keeping these in a UK document storage safe.

Your storage provider will ensure your documents are kept in line with all legislation. Not only that, but they will be up-to-date with any changing laws or requirements, will keep you informed of these changes and ensure your documents comply.

When it’s time for your documents to be disposed of – for example, after 7 years – it will be quickly and efficiently shredded and disposed of correctly.

Online access for quick file retrieval

Not all companies offer an online document storage database. Here at ProScan Document Imaging, we have an easy to use web portal that allows you to request files back at your convenience. You are able to access this from any smart device, so you can manage document storage on iPad or iPhone.

Through our platform, you can manage your stored items, request information back for next day delivery, and set retention periods for the documents you store with us.

Returning the requested paperwork back to us is easy. Simply log into the portal, submit your request and we will send one of our vetted drivers to collect it, return it back into storage and update your inventory.

ProScan Document Imaging’s document storage service

ProScan Document Imaging offers a comprehensive document storage service which is secure, convenient and competitively priced. We want to help you manage your business record storage handling requirements – acting as a useful extension of your business rather than adding to your administrative tasks.

If you live in the Hampshire area - including Basingstoke, Bournemouth, Eastleigh, Fareham, Havant, Portsmouth, Southampton and Winchester, our drivers can collect your documents from you. Alternatively, if you live further afield, we will arrange for a trusted courier to pick up the boxes. All of our staff and outsourced drivers are fully vetted and our vehicles are fitted with GPRS as standard.

We will ensure your documents are organised in a system that suits your business and that they are stored to comply with BS7858:2012 and BS1571:2009 standards. Our facilities are monitored 24/7 by CCTV, securely locked and passcode protected, and the building itself is equipped with fire suppression devices.  

Your document storage online portal is then updated with your inventory, meaning you can check what documents are there and request back when required. Our system allows for a 24-hour retrieval and, once you’re finished with the documents, simply request for our driver to pick them back up and return them to storage.

As your documents are carefully dated and tracked, we can securely and confidentially shred any unwanted items that are no longer required to be stored. This is managed by us to ensure you never pay for more storage than you need to.

Secure, GDPR compliant document storage in the UK

Our UK-based business document storage fully complies with GDPR requirements. We ensure we follow all legislation so that your important information is kept safe and secure.

Whilst in storage, your documents are protected from unauthorised access, data breaches and theft. They are also guarded against fire, flooding and being lost or damaged.

Once any documentation we store for you is no longer needed, with your consent they are confidentially shredded and you will receive an official notification of destruction.

document storage service

Document storage service UK FAQ

Please read on to find answers to commonly asked questions about our document storage service.

How do you keep track of the documents you store?

Each box is given a unique identification number which allows us to track the movement of the box from collection to storage through to ‘end of a boxes life’ if required. The ID number is logged on our online inventory which you are also able to access. A hard copy of the ID number and box location is also kept. We log the box ID number by precise location in the storage facility.

Where exactly will my documents be stored?

Our document storage facility is based in Southampton.

Your documents are stored in sturdy boxes closed with security band and organised on clearly organised racking. This means we know the exact location of each box at all times.

They are stored in a highly secure building which is monitored by CCTV, alarmed, and only accessible by code and by authorised personnel. Our facilities also have extra fire-proofing measures in place.

Who has access to my documents in storage?

Unaccompanied access to our storage facility is only available to our staff who are all DBS checked and vetted. If there is a visitor to site, they are accompanied by a manager or member of staff at all times.

As the boxes are securely closed and fastened, they cannot be easily opened. If a box has been opened, we are able to know.

Do you have a minimum requirement for number of boxes or contract time?

No. You can store as little or as many boxes as you require for any amount of time. This can be discussed during our consultation.

How do I request files back and how long does it take?

Requesting your information back is easy. You simply log in to our web portal which we provide access codes for, find the box you need back and request it. We will deliver it back to you within 24 hours.

Once you have finished, you can log back in and request that we pick it back up. We will then come and collect it within 24 hours and place it back into storage.

Do you supply the boxes for us to put the documents in?

Yes. We can provide you with sturdy, storage suitable boxes. This is something we can discuss during our consultation. We can deliver them to you in flatpack form, ready for you to place your documents in.

Do you have a document storage app?

We do not currently have a document storage application, but we do have an online web portal which is easy to use in order for you to manage your document storage. You can access this portal from any smart device and it allows you to view your inventory and request boxes back to you.

Where can I find document storage near me?

We currently offer document storage services to the whole of the UK. This includes but is not limited to:

  • Document storage London
  • Document storage Nottingham
  • Document storage Norwich
  • Document storage Newcastle
  • Document storage Kent
  • Document storage Surrey
  • Document storage Edinburgh
  • Document storage Halifax
  • Document storage East Midlands
  • Document storage Essex
  • Document storage Glasgow
  • Document storage Aberdeen

If your location is not mentioned above but you require our services, please call us on 023 8063 0050.

Competitively priced, secure document storage

ProScan Document Imaging offer competitively priced document storage at a competitive monthly price. We work with you to ensure you are only paying for the space you need for the time you require. Our pricing is transparent and we clearly break down the costings for storage, file retrieval and other extras.

We are also able to provide you with affordable confidential document shredding once your data is no longer required.

Get in touch with ProScan Document Imaging today

ProScan Document Imaging is an established, UK-based document storage services provider trusted by companies, charities, and public sector organisations across the UK.

To find out more about our competitive document storage service, please call us on 023 8063 0050 or fill in the form below.

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