Name: Document Storage
Brand: Document Storage
SKU: 1
Price: 50 GBP
Availability: InStock
Rating: 4.8 (10 reviews)

Document Storage at State Of The Art Centres

The Hill Company owns and runs 6 purpose-built document storage centres. All have the highest level of security & fire protection, and purpose-built 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 that are frequently accessed
Durasteel vault storage for documents requiring the highest level of security and fire protection.
Deep storage for cost-effective storage of rarely accessed files.
Scan on demand to deliver documents to your desk within three hours

Storing and Accessing Documents

Each client is allocated a dedicated storage bay for their documents, which remains the same at all times. When files are retrieved, they are returned to their original location, helping to minimise the risk of loss or misplacement. Unlike the ‘random storage’ systems used by some providers, this method provides consistency and reliable tracking.

All collections, retrievals, and deliveries can be managed quickly and easily through our secure online portal, giving you full control and visibility.

Our own branded, GPS-tracked vehicles handle every collection and delivery, with uniformed staff ensuring a professional and secure service. Items are scanned at each stage using mobile devices, providing complete traceability throughout.

For urgent requests, our Scan on Demand service can digitise and deliver your documents anywhere in the world within just three hours.

Many clients include our off-site document storage within their business continuity plans. If an incident prevents access to their premises, their critical documents remain secure, protected and accessible, helping them continue operating.

Active Document Storage

We recommend Active Document Storage for records that need frequent access. These documents are available to clients 24/7, all year round. They can be returned the same day or the next day. Alternatively, they can be scanned and securely delivered in digital format via our online portal, to anywhere with internet access, within hours.

Wills and Deeds

For critical documents such as wills and deeds we offer enhanced storage within Durasteel fire-resistant vault. Each vault is humidity controlled, fully alarmed, and continuously CCTV monitored. Access is strictly limited to authorised personnel using swipe-card entry systems.

For extra protection, the vaults are equipped with Inergen fire suppression systems, which quickly lower oxygen levels to halt combustion, typically extinguishing a fire within 40 seconds. This residue-free gas is completely safe for people and the environment.

Where individual deed packets are required we can arrange delivery within sealed crates.

Clients have 24/7 access to their stored documents, 365 days a year, with same-day or next-day delivery options available, plus we offer rapid access online via our secure digital portal.

There’s more about Will Storage on our dedicated will storage website.

Long Term Storage

Our long-term document storage, also known as deep storage, provides a secure and cost-effective solution for files that need to be retained for legal or compliance purposes but are rarely accessed.

This service is ideal for archived records, historical files, and documents requiring extended retention periods.

All items are safely stored off-site in our secure facility and can be retrieved and returned to you within two working days whenever required..

Digital Media Storage

We securely store all types of digital media including:

External hard drives: hard disks (HDDs) and solid-state drives (SSDs)
USB memory sticks
Memory cards: SD, microSD, CompactFlash etc
Optical discs: CD Roms, DVDs and Blu-ray discs
Tapes : DAT/DDS, DLT and LTO

All items are stored within Durasteel vaults, which are:

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

Lockable transit cases are available to purchase or rent.

All your items in our secure storage are accessible 24/7/365 and can be delivered back to you on the same day or the next day.

Digital Access and Control via our Web Portal

Our web portal enables you to:

order the delivery or collection of documents
order document scanning
view scanned documents
manage document destruction
view activity
order supplies

Authorised users can access it anytime, anywhere, giving you complete access and control of your documents.

Using O’Neil’s software, every client item is fully tracked via barcodes. Handheld scanners record movements at collection, in transit, and within our record centres. Clients receive instant confirmation of deliveries and collections through an e-receipt. The portal operates in real time, giving you instant access to current information.

The system provides flexible user access, letting you set permissions for each individual or department. You can choose from ‘view only’, ‘order only’, ‘edit’, or any combination.

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 from a current storage provider icon

Switching From Your Current Storage Provider

We manage the entire process for you, ensuring a smooth transition with no interruption to your service.

We liaise directly with the current provider.
We collect a minimum of 250 boxes every day.
All boxes are given a barcode upon intake.
We confirm all items collected on a daily spreadsheet.
All items are securely stored and their details added to our web portal within 24 hours of their arrival.
At the end of the transfer we reconcile all received items
against the original list to ensure a complete, successful handover.
Your dedicated account manager will handle any discrepancies on your behalf to ensure a hassle-free transfer.

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.

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

Learn More

Fire Protection

All Hill Company record management centres are equipped with advanced fire protection systems, which safeguard the documents stored with us. These include:

VESDA (Very Early Smoke Detection Apparatus): the
system constantly samples the air within the centre. Any significant
change in conditions immediately triggers a warning to the operations team, including a zonal reference.
Zonal monitoring with Redcare: If an alarm is activated, the system automatically notifies the appropriate emergency services.
Zonal sprinkler system: Sprinklers operate only in the affected area, preventing unnecessary risk to the wider archive.
Inergen gas protected vaults: Our sealed Durasteel vaults, designed for business-critical records such as deeds, wills, and digital media, are safeguarded with Inergen gas. In the event of fire, the gas is released to reduce oxygen levels and extinguish flames without damaging documents.
Fire Safety Equipment: Fire extinguishers are located throughout our storage facilities.
Trained Fire Marshals: On-site marshals are fully trained in the safe use of fire extinguishers.
No Smoking Policy: Smoking is strictly prohibited across all Hill Company facilities.

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.

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.