Top 10 Secure Document Storage Companies

Posted on Jan 23 2013 - 4:24pm by Peter Millikin
RATING

Document Storage Companies

Records management and data storage is important for any business. Instead of letting boxes of old documents clutter up your office, hire a document storage company to take care of it for you. Having a document storage company handle your records saves you time and money. Instead of having to take time out of your day or delegate an employee to do it, these companies can take care of all your data needs.

We have identified the top ten data storage companies in the UK. In no particular order we have provided a brief synopsis of each below.

Secure Data Management

Secure Data Management
Secure Data Management specializes in the following services: Secure document storage, archive storage, file retrieval, records management, document scanning and file destruction. They claim that relocating your files to their offsite date centre can save you up to 60 percent per annum, and they even cover your termination fees. SDM uses an innovative online document management platform called Secure-Dox that enables their clients to securely retrieve digital copies of any data within two hours.

SDM has offices in the following locations: London and Gloucester but they serve, Greater London, Oxford, Swindon, Gloucester, Bristol, Cheltenham, Reading and Cirencester.

Follow Secure Data Management on Twitter and get to know them better @SecureDataMgt

Boxit

Box-it
Boxit focuses on supplying outstanding customer service to each of their customers, whether it is a government agency, a large enterprise or a small business. They offer consistent national service with local emphasis, at low costs. They can help your business streamline and cut costs by speeding up processes in these areas: Document management, compliance, accounts payable, HR and client management.

Boxit’s head office is just outside Winchester in Hampshire. The areas they cover include Berkshire, Buckinghamshire, East Sussex, Hampshire, Surrey and Wiltshire. The main towns and cities they cover include London, Southampton, Portsmouth, Reading, Guildford, Winchester, Salisbury, Bournemouth, Swindon and Slough.

Follow Boxit on Twitter and get to know them better @BoxitData

Saracen

Saracen Document Storage
From wills and deeds to accounting records, from legal records to medical documents, Saracen can take care of any document storage need you have. Their special storage facilities include a fire protected fire vault with gas suppression, internal and external CCTV, satellite tracked vehicles, humidity control and air filtering. They exceed BSI recommendations as well as being Sox compliant. Saracen offers a free consultation to help you decide what you should store and what you should keep. Deciding what to keep and how to index it all can be a mind-numbing task for any business owner. Saracen will take care of it all for you, including picking up the documents to store and securely coding them so they can retrieve them quickly for you later on.

Saracen is based in South England, with storage facilities in Leatherhead, Surrey and Milton Keynes. They collect from and deliver to the South East, London, Surrey, Sussex, Middlesex, Kent, Berkshire, Hertfordshire, Essex and Bedfordshire. They will even go as far as the Midlands and the Eastern and Southern coasts.

Follow Saracen on Twitter and get to know them better @SaracenRM

Restore

Restore
Restore boasts of having over two million cubic feet of secure storage space for your documents. They use electronic tracking and ordering facilities to make your files both secure and accessible. You can scan your documents into their system for instant online viewing while storing the originals in secure storage at their storage sites. They also offer shredding for any documents that you no longer need. Restore will store any type of files you have, including heritage, museum, pharmaceutical and x-rays.

Restore’s head office is in Surrey but they service the entire UK. They have recently acquired Glasgow based Paterson Data Management, Management Archives from Leeds and Brunswick Document Management in Middlesbrough.

Follow Restore on Twitter and get to know them better @RestoreStorage

EvaStore

Eva Store Document Storage
EvaStore relieves you of the cost and responsibility of managing infrequently used files. Unlike some of the other storage companies, EvaStore will accept storage boxes of any size so you do not need to re-box your existing stored items into new boxes. EvaStore’s storage facility uses CCTV to record and monitor movement throughout the storage area. They are partners of O’Neil Software, using a barcode archive management system that provides a fully detailed audit trail for each box or file you send them. EvaStore promises to retrieve your documents quickly when you contact them online, via email, fax or phone.

EvaStore’s main office is in Shropshire but they service clients throughout the UK.

Follow EvaStore on Twitter and get to know them better @documentstorage

PHS Records Management

PHS Document Storage
PHS Records Management is a full service document storage company. They offer all the necessary storage services you need, from pick-up of documents to securely shredding any old or no longer needed documents. PHS abides by all of the laws detailed in the Data Protection Act and the Companies Act and helps business owners understand these acts and how to abide by them.

Some data storage companies have, in fact, misplaced their customers’ documents occasionally. PHS says this can never happen at their company because of their storage system. When you give PHS a box of documents, this box is stored on an allocated space on their shelves for the entire time you work with them. Other document storage companies will put your box back on any shelf when you return or a box or while re-organising their shelves. PHS always puts your box back exactly where they took it from, ensuring that your box will remain in the same place, even if it’s there for twenty years.

PHS has 90 regional service branches throughout the UK, with branches in Spain and France. They are working on also opening branches in Holland and Belgium.

Filofile

Filofile Document Storage
Filofile offers a wide range of document storage and records management processes. They service all sectors, from business and legal to medical and dental. Filofile does not use a pre-packaged service. They work with you individually to determine the best plan for your business. They use the latest technology for securely storing your information and later retrieving it quickly.

Linked to Police and Fire Services, 24/7 Monitored Security with CCTV

Services: Records management, Document Storage, Archiving/Indexing Services, Confidential Destruction. Bar code tracking, ensuring full traceability with times, dates and signatures taken for all movements. ISO 9001 Accredited.

Area Covered: Fully serviced – Bristol, Bath, Somerset, Wiltshire, Dorset and Devon

Deep storage – UK

Follow Filofile on Twitter and get to know them better @filo_file

Iron Mountain

Iron Mountain
Iron Mountain is dedicated to helping businesses reduce the costs and security risks of protecting and storing their information. They offer everything related to records management and storage, from scanning and digitizing to secure shredding, media destruction, backup and recovery.

Iron Mountain invented software escrow in 1982. It basically works the same as an insurance policy. Software escrow is another way businesses can protect their software source code, object code, data and other technology assets.

Iron Mountain has ten data centres and more than 1000 facilities. They have offices all over the world, in North and South America, Europe, Asia and Australia.

Follow Iron Mountain on Twitter and get to know them better @IronMountainEUR

Chatham Archive

Chatham Archive
Chatham Archive is a family run business that provides a host of document storage and archiving services. They can deliver material straight to your London office within three hours. The services they offer include archive and document storage, a three hour retrieval process, bar coding and document tracking, secure document destruction, ISO/IEC compliant storage, document scanning, on-site research offices and cataloguing and listing.

Chatham Archive is located in Chatham’s old Royal Navy dockyard. They mostly service central London and Kent.

Ardington Archives

Ardington Archives Document Storage
Ardington Archives works only with the business sector for document storage and file retrieval. They have received numerous ISO accreditations, showing they truly know what they are doing. Their certifications include:

ISO 9001, Quality Management
ISO/IEC 27001, Information Security Management
ISO 14001, Environmental Management

From cataloguing your documents immediately to securely destroying old documents, Ardington is a full service document storage service. They work with biopharma, medical, manufacturing, healthcare and education sector clients. They are willing to provide references to potential customers upon request.

Ardington is based near Oxford, with specially designed storage warehouses in Oxfordshire.

Follow Ardington Archives on Twitter and get to know them better @ArdingtonChief

These are just brief snapshots of each of these companies. For more information or to find out if they service your area, please visit the individual website.

Read about the Author

Peter has received many accreditation's including many from the Times Online. As founder of You Could Save (2005) and What Stationers (2007) Peter regularly helps consumers and national organisation ‘save money’. He believes that the only successful way to bring people together online is to provide an open marketplace where people can all work together in a friendly, unbiased environment. You can contact Peter Millikin either through his Google+ account or via his websites.

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6 Comments so far. Feel free to join this conversation.

  1. Jonathan Gould February 1, 2013 at 2:18 pm -

    A very interesting list, can i ask what criteria made these companies the top 10?
    I work for one of companies listed in the top 10 and o am shocked to not see some of out biggest competitors listed (Recall, Crown RM & Wincanton RM)

  2. Blogger February 1, 2013 at 4:34 pm -

    Hi Jonathan –

    Thanks for taking time to add a comment.

    The criteria in a nutshell to save copious amounts of text was based on various attributes gained by our team. (Communication, quality, service offering, location and accreditation’s) Mainly from our point, a need to demonstrate a solution to suit all with variety of different sized organisation.

    If we simply put all your competitors on the list, it would seem slightly biased to the larger organisations.
    This list is not an official top ten in order; it’s simply a snap shot of some industry providers we felt were well worth a look at.

    If you would like Iron Mountain removed from the list please do let me know and I shall action it immediately.

  3. Nadine Topalian March 26, 2013 at 10:01 pm -

    Great to see a list like this. I will use this when we do our next archiving review. At the moment we currently use Optimal Data ( http://www.optimaldata.co.uk ) to store our boxes, and they also scan our finance records which the accounts team love!

  4. Peter Millikin March 27, 2013 at 8:54 am -

    Hi Nadine,
    Thanks for your comment about the list we put together. There are many great companies which were not included on the list too. As Optimal say on their website “Every client relationship starts with one thing – listening” clearly they listened to the right poeple within your company?!

    The articles on my site are never about making people feel like they should leave current suppliers, more that they work smart with the right ones.

    Thanks again for your comments.

    Peter

  5. Nadine Topalian March 27, 2013 at 12:17 pm -

    To be fair, Optimal Data have always provided a great service which is why we have stayed with them for years. But it’s always good to review these things every now and then, if anything just to keep them on their toes ;)

  6. Peter Millikin March 27, 2013 at 12:38 pm -

    In the 90’s you got the best deals as an existing customer. Now in 2013 everything seems to be around “winning the business” so people are forced to move from company to company, unless of course you stay SHARP and keep a close eye on the marketplace.

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