Despite the digitisation of documents and data, the demand for off-site document storage and paper filling is still high. As of 2024, around half of UK businesses rely on documents and paper filling for their business operations.
Many types of sensitive information are stored in their original paper format, from legal documents like wills and contracts, to academic and educational records like diplomas and accreditations. Therefore it is crucial that these physical documents are stored in the correct manner to ensure the utmost safety and protection.Â
Physical documents are subject to being misplaced, lost or damaged, so it is important to have a reliable process in place to prevent this from occurring. This process may include an off-site facility, as this poses many benefits for paper-reliant companies.Â
This blog will take you through what secure physical document storage is, its elements, the best practices to ensure security and how to choose the right storage provider for your company.Â
Definition
Secure physical document storage is the safeguarding of paper records in order to protect them from unauthorised access, damage, loss and theft. Important documents may be stored in secure off-site facilities, cabinets or vaults especially designed to prevent damage and theft.
Elements of secure document storing:
- Secure facilities: Physical security such as surveillance, alarms, passcodes, access and temperature control.
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- Audits: This is the process of identifying and keeping track of every interaction with a document ensuring organisation, correct storing, security and compliance. Â
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- Document disposal: Destruction and shredding of documents ensures that when files are no longer needed they are disposed of to prevent sensitive information from being exposed to unauthorised access, it also ensures compliance and environmental responsibility.
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By having your documents well secured using the elements mentioned above, you can avoid being subject to the common risks faced within physical document storage. These include possibilities of theft, access from unauthorised sources, environmental damages, misplacement and loss.Â
Key Features of a secure document company
There are many document storage companies to choose from, so it is important to know what to look for when choosing the best company for storing your documents. Consider the following features:Â
- Physical security: This includes 24/7 surveillance, restricted access controls, such as face scanning or passcode protection. Temperature controlled vaults ensure fire and water damage prevention.Â
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- Compliance: Safeguarding files is crucial when storing documents due to sensitive information, because of this there are regulations in place to ensure data is handled correctly. An example of this is the General Data Protection Regulation (GDPR). Compliance helps companies to stay legal, secure, responsible and protected.Â
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- Accreditation: Using a company with accreditations helps to validate and ensure that the company you are working with is reliable, provides quality service, is reputable and compliant. Relevant accreditations to look for in a storage company include ISOs. Some ISO’s to look for are ISO 9001 ensuring quality management. ISO 27001 ensures quality information security management and ISO 14001 oversees responsible environmental management. B-Corp accreditations are also great, related to environmental responsibility and looking after the community. To your advantage Kelly holds all the accreditations mentioned above.
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- Tracking and Insurance: Document tracking helps to prevent misplacement and loss. Kelly’s documents are bar-coded and scanned at every step, this ensures transparency and accountability. Additionally, insurance will help to comply with legal regulations and maintain business continuity, reducing any damages that may occur.Â
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- Accessibility: Ensuring the documents you store away are easily accessible whilst they are secured is vital. For this reason, choose a local company with suitable access or one which provides transportation services in order for you to reach your documents whenever you need to.
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You may be thinking how will I find a company which has all these? It may feel like you are asking for too much, but when it comes to dealing with sensitive and legal information you will want the best, most secure option possible.Â
Did you know Kelly’s provide exceptional services that are safe, compliant, ISO and B-Corp accredited? Not to forget about our mobile service of collecting, storing and delivering documents. We also shred and dispose of documents you may no longer need!
Choosing a secure provider
Here are some ways you can identify your perfect storage provider:Â
Determine your needs
- Determining what type of documents you need to store, and how many of them there, this will help you determine what company may be best suited for yourself.
Research providers
- Research providers with good security features, compliance and accreditations.
- Compare and contrast different services available to see which suit your needs the best.Â
Consider reviews and testimonialsÂ
- This will help you see the experience of other companies with a provider, as well as determine any downfalls of it, if any are present. This is important because you want to make sure you pick the most efficient and well suited provider.Â
Evaluate costsÂ
- Acquiring different quotes from storage providers can help you find the most efficient company that fits your budget
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Here is a table comparing the pros and cons of storing documents in differing storage companies:Â
Document storage company | Self storage company |
Pros:Â
Cons:Â
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Cons:
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Long story short you’re better off with a company who is familiar with handling documents and has processes and accreditations in place to show for it. And if you do, you’ll see many benefits.Â
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Benefits of secure document storage
Finally, here are the benefits you will reap if you choose the correct, safest place for your documents:
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Theft and Damage: By storing in a secure storage facility you minimise the probability of document theft and environmental damages which may compromise the company. |
Organisation Using a dedicated space for your documents and files helps with having greater organisation by knowing the exact location you can save time and become more efficient at retrieving them. And as a bonus you’ll have more free space in the office! |
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Accessibility Well secured storage will provide you with greater accessibility to all documents through processes such as easy mobile access where you can pick which document you need and have it delivered to your doorstep. |
Stress free Knowing your sensitive and confidential documents are well secured and prevented from reaching the wrong hands will help you get rid of all worries and live stress free. |
Benefits of using Kelly's to store your documents
- Family run storage business providing secure and efficient services. Having been in business for nearly 100 years, we sure know a thing or two about storage.Â
- We provide a range of services such as storing, scanning, archiving, retrieval and shredding. Meaning if you have a storage need we have something that’ll cover it.Â
- We ensure the utmost safety through features such as 24/7 CCTV surveillance, access controls and temperature controlled vaults.Â
- We hold a wide variety of ISO accreditations and take pride in our sustainability, confirmed by our B-Corp accreditation.Â
- If you are concerned about accessibility having your documents stored off-site, let us put that to rest for you, as we provide quick, efficient and tailored retrieval processes where you can have your documents swiftly returned to you without moving a finger.Â
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To summarise, choose a secure storage to prevent unauthorised access. Ensure your documents are as safe as they need to be, consider what safety features you have in place to protect them. Re-evaluate the reliability of these measures, find the gaps in your practices and what you can do to resolve them. Lately remember, you don’t have to do it all yourself. Kelly’s is here to help you keep your documents the safest they can be.Â
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