document storage uk

Document Storage Services


Document Storage at State Of The Art Secure Records Centres

The Hill Company owns and runs 5 purpose-built document storage and records storage centres.  All have the highest level of security, fire protection, and modular racking. Three are in Essex, within easy reach of London.  Together the centres have over 1 million cubic feet of storage capacity and are managing over 3 million boxes of documents for businesses across the UK.

We offer document storage solutions tailored to your company’s individual needs, including:

  • ‘Live active’ for files in constant demand
  • Vault storage for documents requiring the highest level
    of security and protection.
  • Deep storage for rarely accessed files.
  • Scanning on demand returning documents to your desk within three hours

Storing and Accessing Documents
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Storing and Accessing your Documents

Each client is allocated a dedicated document storage bay. This is the permanent location, even if items are retrieved, they will always be returned to the original location, thus minimizing the risk of lost or misplaced items. This system differentiates us from many other service providers who operate a ‘random storage’ system.

Document collections, retrievals, and deliveries can all be managed via our secure online file storage.

All deliveries & collections are performed using our fleet of liveried, tracked vehicles and uniformed drivers All items are scanned and tracked at every stage of the process, using mobile scanners, for full traceability.

If you require immediate access to documents, they can be scanned back to you, wherever you are in the world, within 3 hours.

Active Storage for Documents
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Active Document Storage

We advise the use of Active Document Storage for documents requiring frequent access. These documents are available to our clients round-the-clock, every day of the year. They can be promptly returned on the same day, the following day, or alternatively, delivered in digital format through our secure online portal.

Storage for Wills and Deeds
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Wills and Deeds

Business-critical documents such as wills and deeds are stored within Durasteel, fire-resistant vaults. The vaults are humidity controlled, fully alarmed, CCTV monitored, and access is controlled via a swipe card.

The vaults have the added protection of Inergen fire suppression systems. They automatically reduce the level of oxygen in the vault to below that required to sustain combustion, and typically extinguish a fire within 40 seconds.  The gas is safe for humans and the environment, and leaves no residue.

Where individual deed packets are requested, we can arrange to deliver them within sealed crates.

Items are accessible to our clients 24 hours per day, 365 days per year, and can be delivered back the same day, the next day, or digitally available via our secure web portal.

Long Term Document Storage
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Long Term Storage

Our long-term document storage, known as deep storage, is perfectly suited for records that must be retained for legal reasons but are infrequently accessed. The items can be returned to you within two working days.

Digital Media Storage
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Digital Media

We can store and manage all types of digital media including:

  • Hard drives.
  • USB memory sticks.
  • DLT/DAT tapes.
  • CD Roms/DVDs.

All items are stored within durasteel vaults. All vaults are:

  • Fully alarmed
  • Fully access controlled
  • CCTV monitored
  • Have Inergen fire suppression systems
  • Humidity controlled

Lockable transit cases are available to purchase or rent. Items in storage are accessible 24/7/365 and can be delivered the same day or the next day.

Digital Access and Control via our Web Portal
Digital Access and Control via our Web Portal

Digital Access and Control via our Web Portal

Our web portal allows you to order items for delivery or collection, order supplies, manage destructions, view activity, or document scanning services.

It can be accessed by authorized users, 24 hours per day, 365 days a year from anywhere in the world. Giving you unrivaled access and control over your records.

The system offers customizable user access, allowing you to specify permissions on an individual or departmental basis. Options include ‘view only’, ‘order only’, ‘edit’, or any combination of these. Additionally, the system operates in real-time, ensuring you maintain complete control and access to up-to-date information at all times.

The use of O’Neil’s software allows us to fully track and trace our client’s items using barcodes. Handheld pocket pcs scan the item at the point of collection, while in transit, and within our record centres. Clients can have confirmation of all deliveries and collections via an e-receipt.

The web portal can hold varied information, for example:

  • Box number
  • Contents & Description
  • File reference
  • Departments
  • Client names
  • Review/Destroy dates

Searching for information is easy with the use of a full-text search. The system allows you to conduct searches on any field to quickly locate a specific item.

The web portal is fully customizable to allow you total control over the data you see. In addition, we can create monthly management reports.

Switching document storage provider
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Switching from a current Provider

If you are looking to move your records from a current provider to us, we can make the transition hassle-free and seamless with no break in service.

  • We will liaise directly with the incumbent supplier.
  • Collecting a minimum of 250 boxes per day.
  • All boxes are given a barcode upon intake.
  • We confirm all items collected on a daily spreadsheet.
  • All items are securely stored and details uploaded onto our web portal
    within 24 hours of arriving at our record management system.
  • At the end of the transfer period we will reconcile received items
    against the original list to ensure a complete and successful handover.
  • Your dedicated account manager will handle any discrepancies on your
    behalf to ensure a hassle-free transfer.
Our staff
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Our Staff

The Hill Company exclusively employs permanent staff members, ensuring consistency and reliability. Each employee undergoes a thorough vetting process in compliance with BS7898 standards, including a complete DBS check, prior to their employment. To further ensure your security and peace of mind, all staff visiting your premises will be in uniform and carry photographic identification.

ISO Certified


To offer exceptional client service, quality and compliance are paramount. We hold the following

  • PAS2060 Carbon Neutral Company
  • ISO 9001 Quality Management System
  • ISO 14001 Environmental Management System
  • ISO 27001 Information Security Management
  • ISO 45001 Health & Safety Management System
Fire Protection
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Fire Protection

All The Hill Company records centers benefit from the latest fire protection systems which include :

  • VESDA (Very Early Smoke Detection Apparatus) smoke detectors – This
    system constantly samples the air conditions within the center. Should
    any changes occur it sends a warning to the operations team with a zonal
    reference for any potential concern.
  • Zonal monitoring systems linked to Redcare – If an alarm is raised it will
    automatically alert the relevant emergency service.
  • Zonal sprinkler system – Should the sprinkler system be required, it would
    only be activated in the area of the fire. This avoids jeopardizing the entire
  • Inergen gas protected areas –Inergen gas is used in our Durasteel vaults.
    These vaults are a sealed environment and are used for business-critical
    documents such as Deeds, Wills and Digital Media. Should a fire ignite
    within the vault the Inergen gas is released and reduces oxygen levels to
    eliminate the fire.
  • Fire Safety Equipment – Fire extinguishers throughout document records storage facility.
  •  Fire Training –Fire marshals on-site have been trained in the use of fire extinguishers.
  •  No Smoking Policy – Smoking is prohibited at The Hill Company’s facilities.


Security is of paramount importance to The Hill Company and our records centres all benefit from the following controls and equipment in place:





document storage services
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Internal Security

  • Visitors are by appointment only, signed in and escorted – Prior to site
    visits, visitors & contractors are requested to complete visitor entry forms
    and confidentiality agreements.
  • Access control – All doors leading to the records centres and admin
    areas are only accessible with a swipe access card.
  • Internal and external colour CCTV cameras for 24-hour surveillance
    recorded to a digital video recorder –
    digital recorder is in a secure area
    and holds recordings for 30 days.
  • NACOSS approved and maintained intruder alarms with GSM Redcare
    Intruder alarms are monitored 24/7 by an independent monitoring





document security services

External Security

  • Record Centres – All sites are standalone buildings with sole occupancy.
  • Perimeter fencing – around the entirety of all sites.
  • Single gated entrance always locked – Monitors the access of
    Authorised staff and visitors.
  • Security lighting – Lighting external areas to enable CCTV to record.
  • Overnight patrols – Random time inspections of the exterior of the
  • Police & Key Holder response – Intruder activations are alerted to the
    Police and key holders by the monitoring station.





Why Choose us

Competitive Pricing icon
Nationwide coverage including London icon
State of the art document storage icon
State of the Art Records
Centres - £30 Million invested
The Hill Company logo
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Award Winning
Customer Service
Access To Stored Documents 24/7/365 icon
Access to Stored
Items 24/7/365
Family owned and run icon
Family Owned
and Run
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