Document storage facilities team

Records and Documents Storage Centres

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OUR RECORDS CENTRES

Document storage facility in Thurrock, Essex, near London

Solus 31, Motherwell Way, West Thurrock, Essex, RM20 3LB

Capacity : 550,000 Boxes

Floor Area: Circa 135,000 Sq Ft over 3 floors

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Document storage facility in Purfleet, Essex, near London

Unit 1, Dolphin Way, Purfleet, Essex, RM19 1NZ

Capacity : 850,000 Boxes

Floor Area: Circa 232,000 Sq Ft over 4 floors

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Document storage facility in Rainham, Essex

Unit 7, Beam Reach Business Park, Consul Ave, Rainham, Essex, RM13 8GJ

Capacity : 770,000 Boxes

Floor Area: Circa 270,000 Sq Ft over 6 floors

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Document storage facility in Runcorn

Aston Point, Aston Lane South, Runcorn, Cheshire, WA7 3GJ

Capacity : 650,000 Boxes

Floor Area: Circa 225,000 Sq Ft over 5 floors

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Document storage facility in Bristol

Severn Road, Hallam, Bristol, BS10 7SB

Capacity : 1,200,000 Boxes

Floor Area: Circa 311,500 Sq Ft over 7 floors

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Document storage facility in Livingston

James Murray House, Starlaw Road, Livingston, EH54 8TE

Capacity : 330,000 Boxes

Floor Area: Circa 90,000 Sq Ft over 3 floors

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Document storage fire protection
Fire Protection icon

Fire Protection

All our records centres and document storage centres protect your documents with state of the art fire protection systems which include:

  • VESDA (Very Early Smoke Detection Apparatus) smoke detectors – The VESDA system is a laser based smoke detection system that actively draws air into its sampler and can detect fires earlier than other systems. It sends a warning to the operations team with a zonal reference if smoke is detected.
  • Zonal monitoring systems linked to Redcare – If an alarm is raised it will automatically alert the relevant emergency service.
  • Zonal sprinkler system – If the sprinkler system is required it is only activated in the area of the fire.
  • 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. Inergen is non-toxic and non-corrosive, and does not cause ozone depletion or global warming.
  • Fire Safety Equipment – Fire extinguishers throughout the document storage facility.
  • Fire Training – The fire marshals on site have all been trained in the use of fire extinguishers.
  • No Smoking Policy – Smoking is prohibited at all our 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:

 

 

 

 

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
    station.

 

 

 

 

document security services
Security

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.

 

 

 

 

Document storage digital access
Document storage digital access icon

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 and access our  document scanning services, including scan on demand.

Your users’ access rights are tailored to your requirements. 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 have 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 pc’s 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 information held by the web portal is customised to your requirements, for example:

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

Searching for information is made easy by the use of 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 security services you see. In addition, we can create ‘monthly management reports’.

 

 

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Fleet

We offer nationwide coverage from our 5 purpose built records centres, including central London. Items can be requested back digitally or delivered physically on a same day or next day service.

All deliveries & collections are performed using our own fleet of liveried, tracked vehicles and uniformed drivers. All our staff visiting your workplace are uniformed and have a photo ID.

All The Hill company staff are directly employed by us, we do not use temporary staff. Prior to employment all staff go through a comprehensive vetting process including full DBS. Our recruitment process is compliant to BS7898.

 

 

Carbon Footprint Assessed Organisation
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Environment

We are committed to running a ‘greener’ business and are constantly looking for ways to bring new efficiencies into our operations – over the last 2 years these have included the following initiatives:

  • Independently Carbon Assessed Organisation and Accredited Carbon Neutral Company.
  • 565 solar panels installed for the creation of green energy to power our Head
    office.
  • All paper and plastic used within the business is recycled.
  • All of our fleet upgraded from Euro 4 & 5 engines to Euro 6 engines, increasing
    fuel efficiency and significantly reducing harmful emissions.
  • Eliminating the use of single use plastics in all Hill Company premises.
  • Investment in new scanning equipment to increase efficiency and
    reduce waste paper.
  • Motion sensors & LED lighting installed to reduce electrical
    consumption

 

 

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Racking

The racking that we use is a modular, steel construction, which enables us to alter the racking dimensions to suit individual client requirements. Each box location within the racking is identified by a location code pinpointing its exact location within our facilities.

Each box has the same location for life. After the box is retrieved it returns to the same location when it is returned. We do not operate a random filing system which is common practice within our industry.

Client viewing facilities
Client viewing facilities icon

Client Viewing Facilities

Our facilities provide client viewing rooms, which enable customers to view their archive material onsite at our storage centres. We can provide these rooms with 24 hours notice and will make sure that the boxes and documents that you wish to review are ready and waiting in the room prior to your arrival along with a cup of tea or coffee.

Private and secure client viewing areas are available with copying, e-mail, secure web access, secure file sharing online and telephone facilities.

Durasteel document storage vault icon

Durasteel Vault

Business critical documents such as wills and deeds are stored within The Durasteel, 4 hour 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 document fire protection of Inergen gas systems within them.

 

 

Why Choose us

Competitive Pricing icon
Competitive
Pricing
Nationwide coverage including London icon
Nationwide
Coverage
including
London
State of the art document storage icon
State of the Art Records
Centres - £30 Million invested
The Hill Company logo
Customer service icon
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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