FORMED IN 1998 TO PROVIDE TRULY PROFESSIONAL DOCUMENT STORAGE FOR ACCOUNTANTS

Our proven service specifically tailored for accountants ensures a seamless document management experience.

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.

Physical record storage and retrieval provides a tangible and dependable approach to preserving essential data, safeguarding it from damage or loss, and ensuring its availability for future reference or legal purposes.

Having specialised in storage and retrieval services for professional practices since 1998, Docusave offers an exceptional solution.

PROFESSIONALISM & RELIABILITY

The benefits include:

  • Space optimisation: Offsite storage massively reduces physical storage requirements by eliminating the need for extensive filing cabinets and dedicated storage rooms.

  • Enhanced retrieval speed: Docusave’s document retrieval system enables quick and accurate document retrieval to either office or home environment, leading to improved client service and response times.

  • Regulatory compliance: All our services are GDPR Compliant, minimising legal and regulatory risks.

  • Operational efficiency: The streamlined archiving process reduces administrative burden, enabling staff members to focus on higher-value tasks and client service.

  • Cost savings: Moving your client files to offsite document storage reduces administrative overheads, and generates cost savings in storage space, supplies, and document management.

  • Online Client Portal: Our online portal centralises your records and enables multiple logins for authorised users. It will keep a record of retention dates and we are able to send notifications when boxes are nearing their destruction date, allowing you time to decide which documents can be securely destroyed and which need to be retained.

BESPOKE SOLUTIONS

Our Document Storage Service for Accountants offers…

  • Modern, purpose built document storage facilities

  • Tracked collections and deliveries, using only our own vehicles and fully trained staff

  • Secure storage with 24/7 monitored CCTV and security entry systems

  • Operate to the highest GDPR compliant standards

  • Easy desktop control through our online client portal, providing you with the ability to request a document at the touch of a button. Our system provides you with a full audit trail and proof of an unbroken chain of custody

  • Off-site storage experts who will help set up and run your records management protocols

  • Enhanced record keeping

  • Recorded delivery in as little as 2 hours from request received

  • Secure and reliable access to critical information

Case Studies

BGM Accountants

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.

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.

Client Testimonials from Accountancy Companies

Thank you for looking after us so well. Since we made the changeover to you, our document storage and retrieval processes have run entirely smoothly – something we never achieved with any previous document storage company we have used. We all find your staff helpful, friendly and, of course, highly efficient and nothing seems to be too much trouble for them.

Julie
Partnership Secretary
Rawlinson & Hunter
Chartered Accountants

Rawlinson Hunter logo

BDO has used the services of Docusave Limited for a number of years now. They provide a very reliable and efficient service to us that can’t be faulted. We have been extremely impressed with the speed and accuracy of the filing and retrieval process and in its simplicity for us as clients. Docusave personnel demonstrate having a real commitment to customer service: always efficient, friendly, conscientious and punctual. No job is too small or too big.

Nigel Burbidge
Partner – BDO LLP
Specialist Advisors

BDO Document Storage Feedback Logo

Thank you Docusave for your continued support over the years.
We use Docusave with the knowledge that our documents are kept in a secure environment that frees up valuable office space.

We are particularly happy with the efficient retrieval and return to storage procedure that means that we have quick and easy access to our papers.

Keep up the good work Docusave

Nick Caso
Partner
Riches & Co
Chartered Certified Accountants

We have used Docusave for several years and have found their service fast, efficient & friendly, quite simply they do what they say on the side of their boxes ‘Reliable Document Storage

Paul Scholes
CSL Partnership Ltd
Chartered Certified Accountants

CSL Logo

Wilkins Kennedy pride ourselves in offering a friendly, efficient service to our clients and Docusave have helped us achieve this by offering prompt, efficient and reliable services.”

Docusave have looked after all our storage and retrieval needs for the last five years and have at all times provided an extremely professional and reliable service. The staff, without exception, are friendly and knowledgeable. Thank you Docusave for helping us to help our clients.

Lyn Carlier
Office Manager
Wilkins Kennedy
Chartered Accountants & Business Advisors

Wilkins Kennedy Logo

Hakim Fry have been using Docusave for the past 5 years, I can honestly say, as a result of their very prompt services, very efficient staff, it is a real pleasure dealing with them. They have made storing our files easy. Nothing is too much. Thank you for your help.

Edith Hakim
Administrator
Hakim Fry
Chartered Accountants

Our Unique Processes & Dedicated Staff Guarantee 100% accuracy.

To enable us to provide you with the most accurate and efficient service available, all retrieval and collection requests are assigned to a specific Client Service Advisor who has complete responsibility for the entire process, including retrieving the documents, delivering them to your desk, returning files back to your assigned shelf and finalising the paperwork process.

This fosters a much greater sense of responsibility than would otherwise be the case if your job was passed from person to person, and results in a superior client service. Any issues or concerns you have can this way be addressed at the time of delivery or collection, as the Client Service Advisor is responsible for all administrative aspects of your request.

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Documents Securely Stored