We offer a range of services specifically designed to meet a variety of document storage needs, however we are also able to tailor-make a service to suit any document or print stock storage situation as required. Below are just a few examples of where we have developed a service to meet a client’s specific needs.

Learning and Skills Council

Document storage for charitable organisations

The Learning and Skills Council (‘LSC’) approached Docusave with a need to store over 80 different stock lines, which included marketing banners, badges, leaflets, brochures and buttons. LSC needed to have easy and immediate access to the material and have stock items delivered across several locations throughout London and Surrey, including directly to exhibition venues.

We designed and created a bespoke print stock control and reporting system, which included photographs of all individual stock items. The system allowed the client to see at a glance total stock quantities, individual box quantities, minimum order levels, delivery locations and dates. The inclusion of a photograph with each item made identifying individual stock items a much simpler process then by going on product codes alone.

With the new stock control and reporting system in place, stock items were easily identified for delivery, and using the same robust delivery and retrieval procedures proven with our document retrieval process, we are able to retrieve and transport them to any location efficiently, quickly and reliably.

Docusave can transport items directly to the exhibition venue. If required, we can then assemble any display stands or promotional stock lines prior to the start of the event. A photograph is then sent to LSC to confirm the stand is ready for the event opening.

Chubb Insurance of Europe

Chubb Insurance Logo

Docusave was recommended to Chubb by one of our clients. Chubb needed a system to control and report on over 350 different lines of print stock in several different languages including French, Italian, Spanish, English, Dutch and German.

The work had previously been carried out by existing print suppliers who, though they were able to produce high-quality stock items, lacked a robust stock control and monitoring system.This meant that reorder levels were regularly missed, causing stock outs on certain lines.

To solve this issue, Docusave created a full stock management control system, including comprehensive reporting. This enabled us to put into place an efficient monitoring system that tracks all stock levels and movements.

An ‘Alert’ and ‘Alert and Reorder’ system was built in, which meant that when stock lines reached pre-agreed minimum levels, either we could notify Chubb of a need to reorder (‘Alert’ service) or we could reorder and replenish directly from the printers (‘Alert and Reorder’ service).

All incoming stock is routinely quality checked and the system updated to reflect new stock received, and using only our own staff and fleet of vehicles ensures that there is no break in the stock supply system.

Help The Aged

Age UK Logo

We were approached by the Help the Aged charity with a requirement to store both file archiving and stock items.  Due to the size of the operation, they were experiencing problems with their existing storage provider in both accurately establishing stock levels and gaining access to their stored items.

Docusave managed the transfer of storage items from their existing supplier to our facilities to ensure disruption was avoided. Any loose documents or those stored in severely damaged boxes were then re-boxed and processed for storage, and all items were assigned an individual box location on client-specific shelves. All items were uploaded to our database and a full document report was made available detailing date into storage, destruction review dates and retrieval status — making the process of locating and ordering documents for delivery a simple one.

A stock management control system was then built to monitor stock movements and levels directly, and a scheduled weekly delivery service was established to guarantee that the supply of stock items and archiving continues uninterrupted.

Rawlinson & Hunter

Rawlinson Hunter logo

Rawlinson & Hunter, a large accountancy firm based in London and Surrey, were having issues with the reliability of their document retrieval service they were experiencing from their existing supplier, which was further compounded by poor communication.

To establish a greater communication with our clients, and to guarantee that all deliveries and collections go as smoothly as possible, all retrieval requests we receive are confirmed via email the same day, meaning that any arising queries can be dealt with prior to delivery.  A knowledgeable member of the Docusave team is also available to answer all calls and email queries, and remains on hand to address any issues.

Each retrieval and collection request is assigned to a specific Client Service Advisor, who has complete responsibility for the entire process, including retrieving the documents, delivering directly to your desk, returning items back to their assigned shelf, finalising the paperwork process and closing the job to your satisfaction. This fosters a much greater sense of responsibility than would otherwise be the case if requests were passed from person to person, and results in an exceptional service as any concerns can be addressed at the time of delivery or collection.

Docusave’s communication procedures, combined with our reliable retrieval and delivery process, gives our clients complete confidence that the correct file or box will be delivered to the right person at the right time.

BGM Accountancy

Bright Grahame Murray accountants logo

Accountancy firms generate and handle vast amounts of financial records and documents. Efficiently archiving and managing these records is crucial for compliance, client service, and operational effectiveness.

BGM is a reputable accounting firm that serves a wide range of clients, including businesses of various sizes and individuals. The firm’s operations involved maintaining and organising extensive records, including audit files , corporate tax files, personal tax files, special investigation files, permanent files, correspondence files, invoices, receipts, financial statements, tax documents, and more. However, the existing record-keeping system faced challenges such as space limitations, difficulty in retrieval, compliance risks, and inefficient processes.

Prior to moving their archiving to Docusave, BGM faced several challenges in managing their accountancy records, including:

  1. Space constraints: The physical storage of paper-based records was becoming increasingly challenging, requiring additional office space and increased storage costs.
  2. Retrieval difficulties: Locating specific documents within the vast paper-based archive was time-consuming and prone to errors, impacting client service and response times. Access to files when working from home was problematic.
  3. Compliance risks: Ensuring compliance with legal and regulatory requirements for record retention and retrieval was becoming more complex, posing potential risks to the firm.
  4. Inefficient processes: The manual nature of record-keeping and archiving processes led to inefficiencies, including duplication of efforts, errors in documentation, and increased administrative burden.

BGM recognised the need for an efficient archiving system. They approached Docusave who implemented the following steps to address the challenges:

  1. Categorisation and indexing: Docusave’s tried and tested storage system was implemented to ensure accurate and efficient retrieval of documents.
  2. Security and compliance measures: Our robust security protocols were applied to protect sensitive client information, ensuring compliance with data privacy regulations and GDPR.
  3. Access controls: Authorised personnel were implemented to safeguard the archived records.
  4. BGM staff members received comprehensive training on the new online portal and retrieval processes.

The original collection of Documents and the transition from the old system to the new offsite archiving system was seamlessly managed by the Docusave team with no effect on service.

The use of a dedicated Document storage company resulted in significant improvements for BGM:

  1. Space optimisation: Offsite storage massively reduced physical storage requirements by eliminating the need for extensive filing cabinets and dedicated storage rooms.
  2. Enhanced retrieval speed: Docusave’s document retrieval system enabled quick and accurate document retrieval to either office or home environment, leading to improved client service and response times.
  3. Regulatory compliance: The firm achieved better compliance with record retention and retrieval regulations, minimising legal and regulatory risks.
  4. Operational efficiency: The streamlined archiving process reduced administrative burden, enabling staff members to focus on higher-value tasks and client service.
  5. Cost savings: By moving to offsite storage and reducing administrative overheads, the firm experienced cost savings in storage space, supplies, and document management.

Benfleet Dental Practice

Benfleet Dental Practice is large private practice based in Essex. They regularly deal with a large volume of physical patient records spread across several sites in the area.

Benfleet Dental Practice approached Docusave for help in managing their physical document storage and retrieval needs. We were able to implement a streamlined solution to enhance efficiency and accessibility. By adopting modern, specialised document management practices, the practice optimised document retrieval, reduced costs, and improved overall productivity.

As with all of our clients running medical practices, space is at a premium and as with most  surgeries, their archiving system relies heavily on traditional filing cabinets and onsite storage rooms. To compound the issue, the practice patient records were stored across several sites, all of which were undergoing refurbishment.  This lead to numerous challenges:

  1. Limited Accessibility: Locating and retrieving specific documents was time-consuming, requiring manual search and potential misplacement.
  2. Space Constraints: The growing document volume strained the already limited available storage space.
  3. Security Risks: Physical documents were susceptible to damage from environmental factors, theft, or unauthorised access.
  4. Inefficient Collaboration: Sharing and collaborating on physical documents across multiple locations posed logistical difficulties.

Docusave had the following objectives to achieve:

  1. Time Constraints: With both sites undergoing refurbishment, Docusave needed to act swiftly and efficiently.
  2. Optimal Space Utilisation: Maximise the utilisation of available space by eliminating unnecessary inhouse document storage.
  3. Enhanced Document Retrieval: Implement a system that enables quick and efficient retrieval of physical documents to multiple locations.
  4. Improved Security: Establish a secure and controlled environment to mitigate risks of loss, theft, or damage.
  5. Streamlined Collaboration: Enable access to physical documents to several sites across London.

With over 25 years experience specialising in physical document and retrieval solutions, we were able to implement the following steps:

  1. Open Account and Organise Collections: Our proven processes allowed for a new account to be set up and vehicles in place for file extraction within 48 hours.
  2. Categorisation and indexing: Docusave’s tried and tested storage system was implemented, alongside a centralised client portal to ensure accurate and efficient retrieval of documents accessible through authorised user accounts.
  3. Regular scheduled collections: Docusave scheduled regular and ad hoc collections to take away, store and manage archiving.
  4. Storage and Management: The documents were securely stored in Docusave’s modern, secure, purpose built storage facility.

The implementation of Docusave’s streamlined physical document storage solution yielded significant benefits for Benfleet Dental Practice including:

  1. Improved Document Retrieval: with access to their records in as little as 2 hours from request, the practice can now locate and retrieve documents faster than if they were still stored in their own offices, saving valuable time and reducing errors.
  2. Space Optimisation: By eliminating the need for physical storage rooms and virtually eliminating the reliance of onsite archiving, Benfleet maximised office space utilisation, reducing associated costs.
  3. Docusave’s purpose built facility offers robust security measures, safeguarding sensitive client information against unauthorised access, physical damage, or loss.

R Sharples – Legal Practice

R Sharples is a mid-sized solicitors based in London with a particular focus on conveyancing. The solicitors regularly deal with a significant volume of physical documents, including contracts, property deeds, leases, and client files.

R Sharples approached Docusave for help in managing their physical document storage and retrieval needs. We were able to implement a streamlined solution to enhance efficiency and accessibility. By adopting modern, specialised document management practices, the solicitors optimised document retrieval, reduced costs, and improved overall productivity.

As with many of our London based clients, office space is at a premium and as the solicitors archiving system relies heavily on traditional filing cabinets and onsite storage rooms across multiple offices, this leads to numerous challenges:

a. Limited Accessibility: Locating and retrieving specific documents was time-consuming, requiring manual search and potential misplacement.
b. Space Constraints: The growing document volume strained the already limited available storage space.
c. Security Risks: Physical documents were susceptible to damage from environmental factors, theft, or unauthorised access.
d. Inefficient Collaboration: Sharing physical documents across multiple locations or with remote employees posed logistical difficulties.

Docusave had the following objectives to achieve:

a. Enhanced Document Retrieval: Implement a system that enables quick and efficient retrieval of physical documents to multiple locations.
b. Optimal Space Utilisation: Maximise the utilisation of available space by eliminating unnecessary inhouse document storage.
c. Improved Security: Establish a secure and controlled environment to mitigate risks of loss, theft, or damage.
d. Streamlined Collaboration: Enable access to physical documents to several sites across London.

With over 25 years experience specialising in physical document and retrieval solutions, we were able to implement the following steps to:

a. Categorisation and indexing: Docusave’s tried and tested storage system was implemented, alongside a centralised client portal to ensure accurate and efficient retrieval of documents accessible through authorised user accounts.
b. Regular scheduled collections: Docusave scheduled regular and ad hoc collections to take away store and manage archiving.
c. Storage and Management: The documents were securely stored in Docusave’s modern, secure, purpose built storage facility.
d. Document Destruction: Following collection, Docusave helped develop a document retention policy to determine which physical documents should be destroyed and which should be archived. This policy ensured compliance with legal and regulatory requirements.

The implementation of Docusave’s streamlined physical document storage solution yielded significant benefits for R Sharples including:

a. Improved Document Retrieval: with access to their records in as little as 2 hours from requst, the solicitors could locate and retrieve documents faster than if they were still stored in their own offices, saving valuable time and reducing errors.
b. Space Optimisation: By eliminating the need for physical storage rooms and virtually eliminating the reliance of onsite archiving, R Sharples maximised office space utilisation, reducing associated costs.
c. Docusave’s purpose built facility offers robust security measures, safeguarding sensitive client information against unauthorised access, physical damage, or loss.

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Documents Securely Stored