document storage uk

Document Storage Services

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Document Storage at State Of The Art Secure Records Centres

The Hill Company owns and runs 5 purpose-built document storage and records storage centers.  All have the highest level of security, fire protection, and modular racking. Three are in Essex, within easy reach of London.  Together the centers 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 Box.
  • Scanning on demand returning documents to you in three hours

HILL COMPANY
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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.

HILL COMPANY
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Active Storage

We recommend Active Storage for those documents you require regular access to. These 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 scanned back digitally via our secure web portal.

HILL COMPANY
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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 fire protection of Inergen gas systems.

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.

HILL COMPANY
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Long Term Storage

We also provide cost-effective, long-term file storage for records option. Ideal for items that you are required to keep for legal purposes but rarely, if ever, retrieved.

These items can be delivered within two working days.

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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:

  • Humidity controlled
  • Fully alarmed, CCTV monitored
  • Accessed via a swipe card
  • Have the added fire protection of Inergen gas systems

Lockable transit cases are available to purchase or rent. Items are accessible to our clients 24 hours per day, 365 days per year, and can be delivered the same day or the next day.

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Search Inventory

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.

Users’ access can be tailored to your specific needs – You can set individual access or departmental access to ‘view only’, ‘order only’ or ‘edit’, or any combination. The system is ‘real- time’ meaning you’ve always got full control and accurate information at your fingertips.

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 centers. 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. You can search for information contained in any field to find a specific record.

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 from a current 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.
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Our Staff

All The Hill company staff are employed by us, we don’t use temporary staff. Before employment, all our staff goes through a comprehensive vetting and reference procedure to BS7898 including full DBS. For your peace of mind, all staff visiting your workplace are uniformed and have a photographic ID.

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Accreditations

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
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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
    archive.
  • 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

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

 

 

 

 

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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
    station.

 

 

 

 

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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
    Building.
  • Police & Key Holder response – Intruder activations are alerted to the
    Police and key holders by the monitoring station.

 

 

 

 

Why Choose us

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