We have included information on some of the topics we are most often asked about.
If you can’t find an answer here, contact us and we will supply it for you!
Why do companies store documents off-site?
To save valuable office space. 5 square metres of prime office space in London can cost around £18,000 a year. Storing the equivalent amount of documents off-site costs a fraction of this, and releases the office space for staff.
To improve business efficiency Storing less frequently used documents off-site means that limited on-site space is kept for records and material that are referred to regularly.
For security. With the systems we deploy, records stored off-site are more secure than those kept in an office environment.
How much does off-site storage cost?
Storing and managing records is extremely cost effective.
When placed with a specialist company such as Sterling. We have inherent economies of scale that our clients simply cannot match in house. Our pricing structure is flexible, transparent and easy to understand. There are no hidden extras or complex charges that make it impossible to budget.
Contact us for a free analysis of your requirements and a quotation.
What can I store with you?
Most of our clients store paper documents, files and records. But, provided there are no health and safety restrictions, we can store equipment, furniture or other items.
How much can I store with you?
As little or as much as you need. One bay holds up to 72 standard archive boxes. Some of our larger clients store over 1/2 a million files with us. You can increase your storage requirements at any time.
How long can I store documents with you?
As long as is required. There is no limit. We hold some records which are being kept in-perpetuity.
What is the difference between serviced storage and self-storage?
With serviced storage, documents are collected from your offices and returned to you by your preferred method as and when you require them.
They are indexed and tracked at all stages so you always know exactly where they are. With self-storage, you administer your storage space yourself. With this comes the inconvenience of having to physically put your records into storage and collect them every time you need to refer to a stored document. Self-storage is predominantly aimed at domestic users.
How do you keep track of my records?
We use a state-of-the-art document management system to track your files and boxes. This system is the industry standard, known as RSSQL from O'Neils Software.
We can catalogue your documents at file or box level, dependant upon your requirements. This enables you to either request the return of a box, or an individual file.
How do I retrieve documents from archive?
Simple - Email, fax, telephone or make your order online by 4pm.
Once your order is received we will do one of the following: Deliver the physical box or files back to you the next working day, or if required we can return them the same day by courier.
Or you can use our 'Scan-on-Demand' service, where we will identify the required document, scan it and email a secure PDF to you in approximately 1 hour.
How secure will my documents be?
Your documents are in safe hands.
We deploy robust and reliable systems, designed to ensure that records remain secure whether they are in storage or in transit. Our premises are protected by the latest security equipment from ADT & BT Redcare. Both fire and intruder systems are monitored 24/7 from a remote centre.
Will anyone else be able to access my documents?
NO. Only our vetted staff have access to the secure storage areas and documents in transit.
Do I have to prepare my records before you store them?
Documents, records or files are normally held in archive boxes, which we can provide.
We will also supply, free of charge barcodes for files & boxes. By using the number allocated by us for each box or file we can eliminate errors that can occur in reading hand-written box numbers. Also this gives every item held in our records centres their own unique ID.
We can also arrange to pack files and boxes at your offices for you. This is especially helpful where a large volume of documents are being moved off-site for the first time.
What happens when documents no longer need to be stored?
We provide a secure, environmentally friendly destruction service.
You let us know when documents reach the end of their retention period, we provide a list from our database that must be signed off by a duly authorised person. The documents are then securely shredded and then sent for recycling. we provide you with a dated certificate of destruction.
What is business recovery?
Our business recovery service will help ensure your business continuity in the event of any on-site catastrophe.
We hold a stock of your essential office equipment, it equipment, stationary and supplies that you can call on at any time. So, in the event of a fire or flood etc, you can get a service up and running again. The comprehensive service operates 24/7.
What are your Media Storage services?
Our Media Storage services, put simply, is a way of ensuring that your data backup media can be located off-site to a location where you know it will be safe. This eliminates the risk of loosing your backup data in the event of a disaster.