FAQs
Archive Storage
Why not keep my records in a self-storage facility?
People choose Secure Storage Services over self storage for both the cost savings and other important business considerations. We traditionally save businesses up to 40% or more as compared over time to self-storage alternatives.
- Effective filing methods, saving time and money when accessing the archives.
- Clerical staff remain onsite to attend to their job responsibilities.
- Our facilities are typically much safer; offering improved protection against pests, flammables, and other hazardous conditions.
What areas do you cover?
We are ideally positioned near to Liverpool City Centre and in Wirral very close to the M53 motorway. We provide delivery and collection services throughout the region. If you aren’t sure if you’ll be covered, please contact us and we’ll be happy to help.
Will you pick up the boxes or do we bring them to you?
We offer a full service records management service and can collect your archives at your office, storage, or any commercial location. You can also drop them off at our Prenton (Wirral) facility.
Can someone help me organise our records (to make finding what I need easier)?
We're here to help and have tools readily available to index files or other data. You can choose from optional levels of information capture depending on the typical needs of retrieval.
Can you provide boxes?
Yes. We supply heavy duty triple-walled archive boxes at very competitive rates. These are cheaper than office supply boxes and designed to withstand the rigours of storage.
Can I use my own boxes for storage?
We will accept your own boxes as long as they are not damaged and are fit for purpose. In line with health and safety recommendations; the maximum weight of an archive box should be no more than 15kg.
How do I retrieve a file out of storage?
Simply fax, email or call us with your request and we’ll do the rest. If required; files can be made available for collection by you from our Prenton (Wirral) facility.
Can I retrieve my own records in the facility?
As we operate secure record management facilities, we only allow authorised Secure Storage Services personnel access to our secure storage area.
Can you destroy my documents at the end of their retention period?
Secure Storage Services offers a comprehensive destruction service.
Document Scanning
What is document scanning?
Document scanning is the process of converting paper documents into digital form.
Why would I want to have my documents scanned?
There are several reasons to consider document imaging. Among these are the following:
- Save money by no longer paying employees to search for files
- More time for customer service
- Improved employee efficiency
- More office space and fewer filing cabinets
- Save money by getting rid of your storage facilities
- Find files in seconds
- Create a data recovery plan
What paper sizes can be scanned?
We currently scan up to A3 size (297mm x 420mm). Documents can be colour and/or black and white.
What formats are used to electronically store my document images?
The two most common formats we use are PDF (portable document format) and TIFF using CCITT Group 4 compression. Depending on your requirements we can store in other formats, please contact us for further information.
Do I need to purchase software?
We can scan documents with or without a document management system. Files scanned into the document management system are provided with a read-only version of the software. This enables the scanned documents to be searched, viewed, printed etc. Files scanned without the document management system are usually scanned into the PDF format; these documents can be viewed, printed and e-mailed using the free Acrobat Reader from Adobe. This is readily available from the Adobe webpage.
Do I need special training to use a document CD/DVD?
No special training is required to view, print, or e-mail the documents when using intuitive software such as Acrobat Reader, most computer users are able to get results in minutes. The document management software we offer is easy to use and includes a comprehensive help interface.
Can I modify the scanned documents?
Not directly onto the CD/DVD as it is a read-only medium. This keeps others from deleting or changing your original and it is required to maintain the integrity of the original scan. You can annotate or otherwise edit the documents once you copy them to your hard drive or other read/write media.
What if I want to add more documents to the disc that has already been made?
Because the CD/DVD is a read-only medium, your old records would be merged with your new records onto a new CD/DVD.
What happens to my original documents?
Once conversion of the documents is complete we can offer a variety of options:
- As a complete document management company we can store your scanned data in one of our data management centres.
- We also offer a confidential shredding service for certified destruction of your documents.
- If required we can safely return the original paper documents to you.
Shredding
Does the Data Protection Act apply to me?
The Data Protection Act of 1998 applies to all companies that store and/or maintain information on customers and staff.
What is confidential waste?
Your business produces countless documents everyday containing sensitive and confidential information. Examples include:
- Computer prints
- Financial reports
- Marketing plans
- Internal Memoranda
- Minutes of meetings
- Payroll data
- Personnel files
- Customers records
Why outsource our shredding instead of using our own shredder?
Although you may currently handle your shredding in house, cost and efficiency savings can be made by outsourcing your destruction requirements to Secure Storage Services. The cost of the shredder, time and labour costs can easily all add up to much more than we charge.
Do I have to remove all paperclips, staples, elastic bands from my work before it is shred?
No, the utilisation of industrial grade shredders ensures that this is not required.
Do you recycle?
Yes. We recycle 100% of the paper we shred. After confidential destruction the shredded waste is sent to a paper mill where it is bleached, pulped and processed back into paper-based products.
Do you issue a Certificate of Destruction?
Yes. Once your documents have been destroyed, we will issue a Certificate of Destruction for your records.
Do you charge for the supply of confidential waste cabinets?
No charges apply for the provision of secure waste cabinets. They remain the property of Secure Storage Services but are free for use.
What if I only require shredding once a year or just once?
We offer regular scheduled, ad-hoc or one-off collections. We work with customers who our services just once as well as companies who need to shred regularly.
