Document Archiving

At Secure Storage Services, we provide businesses across the Wirral, Chester, Liverpool, and wider North West region with a cost-effective, highly secure document archiving service. Whether you’re a law firm, accountant, healthcare provider, or educational institution, our solutions ensure your archived documents are stored safely, remain accessible when needed, and comply with all relevant data protection and industry regulations.

If your regulator requires you to retain client files for extended periods, often six years or more, it rarely makes sense to keep all those records on-site. By choosing our off-site document archiving and electronic archiving solutions, you free up valuable office space, strengthen security, and reduce costs.

Why Choose Us for Document Archiving?

With over 20 years of expertise in secure document storage, we understand the importance of keeping your records safe, compliant, and easily accessible. Our proven track record has earned us an unrivalled reputation for reliability, giving businesses complete confidence that their sensitive documents are in safe hands.

We operate from purpose-built facilities in Liverpool and on the Wirral, serving organisations across the wider North West. Designed with security and compliance in mind, our storage centres are equipped to protect your records while ensuring quick retrieval whenever you need them.

Whether you’re a small business looking for a cost-effective way to free up valuable office space, or a larger organisation requiring scalable, long-term archiving, we provide flexible solutions tailored to your needs. Combining affordability with a professional, customer-focused approach, Secure Storage Services makes document management simple, safe, and stress-free.

Why Document Archiving Is Needed

Data is incredibly important in the modern world, and you must take care of important documents and confidential information, especially if you are in a profession with sensitive and confidential information.

Document archiving is the process of storing business-critical but non-active records in a safe, organised, and compliant way. This ensures information is preserved for regulatory, operational, or historical purposes without taking up costly office space.

Key reasons to archive documents include:

• Improved security: protect confidential files with restricted access.

• Space-saving: eliminate bulky filing cabinets and free up valuable workspace.

• Data loss prevention: safeguard against accidental loss, theft, or environmental damage.

• Regulatory compliance: meet requirements under the UK GDPR, Data Protection Act 2018, and industry-specific retention rules.?

Compliance, Retention & Audit Support

We support your regulatory obligations by providing structured retention management and full audit visibility across your archived records.

We work with businesses operating under strict governance frameworks, ensuring archived documents are retained for the correct length of time and disposed of securely when they are no longer required. Our systems allow for clear audit trails, helping you demonstrate compliance during inspections, investigations, or regulatory reviews.

Our document archiving service supports compliance with:

• UK GDPR and the Data Protection Act 2018
• Industry-specific retention schedules (legal, financial, healthcare, education)
• Information governance and confidentiality requirements
• Secure destruction policies once retention periods expire

Retention rules can vary by sector and document type. We help you implement clear retention policies, ensuring documents are kept for exactly as long as required, reducing both risk and unnecessary storage costs.

Short and Long-Term Document Archive Storage Available

Many sectors, including solicitors and accountants, are legally required to retain client records for a minimum of six years. Storing those archived documents on-site is inefficient and risky.

At our purpose-built secure storage facility in Wirral, Merseyside, we provide:

• Climate-controlled storage to preserve paper records.

• 24/7 monitored secure storage, with CCTV and vetted staff.

• Compliance with GDPR, the Data Protection Act 2018, and other industry standards.

• Fire protection, access control, and audit trails to ensure maximum security.

Benefits of Our Archive Document Storage

At Secure Storage, our archive document storage facilities are both safe and secure. We hold thousands of documents and ensure that all private information is stored properly for our clients.

It is better to hold your private documents in an outsourced facility as it is safer and more organised than in your own building. Outsourcing your document archiving to Secure Storage Services means:

• Lower storage costs compared to on-site solutions.

• Long-term secure storage with disaster recovery protection.

• Compliance with regulations in healthcare, financial services, education, and more.

• A fully managed door-to-door service for collection, storage, and retrieval.

• Peace of mind that your archived documents are safe, accessible, and organised.

With our commitment to the security of your documents, you can trust our storage facility with your essential records. Our storage facilities are stocked with high-tech equipment and staff who work together seamlessly to ensure that only authorised individuals have access to your confidential information. We take pride in offering this type of service, which other storage companies can't match.

A True 'Door-to-Door' Document Archiving Service

Once your documents are delivered to our facility, they will be organised using our proprietary state-of-the-art indexation system. This will allow for the speedy retrieval of important documents as and when the need for them arises.

We offer a complete 'door-to-door' collection and delivery solution backed up with a bar-coded trail so you can see where your archived documents currently are in the logistics process. Upon receipt to our Wirral facility, your archived documents will be secured in purpose-built shelving which is heavily guarded 24 hours a day.

Our facility can take care of your document archiving needs no matter how big or how small. We are able to store anything from 10 to and surpass 20,000 document boxes. No matter how big or small your business may be, you can be assured our bespoke archive storage solutions will meet your needs.

Summarising the above, our service is designed for convenience as well as compliance. We:

• Collect documents directly from your premises.

• Barcode and track each archive box through our secure logistics process.

• Store documents in secure, purpose-built shelving.

• Provide a next-day express retrieval service for urgent requests.

• We cater for all business sizes, from 10 boxes to more than 20,000.

How Our Document Archiving Process Works

Our document archiving service is designed to be straightforward, secure, and convenient from start to finish. The process begins with an initial consultation, where we assess your document volumes, access requirements, and retention obligations in order to create a solution tailored to your organisation.

Documents are then collected directly from your premises. Each archive box is barcoded at the point of collection, ensuring full traceability throughout the entire process. Upon arrival at our secure facility, your documents are indexed and logged into our system, allowing for accurate tracking and fast retrieval.

Your records are stored within our purpose built storage facilities, protected by 24/7 monitoring, access controls, and fire protection systems. When you need access to a document, you can request retrieval at any time, with next-day delivery available as standard and express options available for urgent requests. Where required, documents can also be scanned and delivered digitally for even faster access.

Once documents reach the end of their agreed retention period, we can arrange secure destruction in line with regulatory requirements, providing full certification for your records.

Digital Archive Storage

With digital document archiving, we store and manage documents in digital format. These digital files can then be accessed as requested over the cloud or held on digital storage devices.

Many businesses are turning to electronic archiving. We provide:

• Scanning services: converting paper records into secure, digital formats.

• Cloud-based document management: secure, remote access via a client portal.

• Hybrid solutions: combining off-site storage with digital records for maximum flexibility.

• Eco-friendly recycling: physical copies can be securely shredded and recycled after digitisation.

With electronic archiving, retrieval is instant. Simply search by keyword instead of searching through filing cabinets. Alternatively, you can choose to store your documents on physical devices, such as computers, hard disk drives, or USB flash drives. With digital document archiving, we have real flexibility and can scale up and down our archived records very quickly and inexpensively.

Effective Document Management Systems

We use advanced indexing and management systems to categorise and control access to all archived documents, whether physical or digital. Files can be sorted by client, reference number, or date, ensuring fast and accurate retrieval whenever required.

Who We Work With

We archive documents for:

• Businesses and SMEs

• Solicitors and accountants

• Healthcare providers and NHS trusts

• Schools, colleges, and universities

• Local authorities and government departments

• Private individuals
   

Providing Archive Storage For All Document Types

Our secure storage facilities can handle almost any type of record, including:

• Paper files and financial records

• Health and medical records

• Legal documents and contracts

• X-rays and large-format drawings

• Architectural and historical documents

• Microfilm and ID records
   

Additional Services

As well as offering archive storage services, we can also help with other document management and storage for data requirements, including:

• Bulk document scanning: turning physical archives into digital assets.

• Medical record scanning: tailored for healthcare organisations.

• Secure shredding and destruction: compliant disposal of expired records.

Explore our other document storage, scanning and shredding services.

Get a Quote Today

Secure Storage Services Ltd offers offsite archiving for businesses across the North West of England including Liverpool, Wirral, Manchester, Greater Manchester, Chester, Cheshire and Ellesmere Port. Our document storage and scanning company has operated in professional archive storage space for more than 20 years. Over the last two decades, we've built up a stellar and unrivalled reputation for offering ultra-secure document archiving at the very best prices.

Get in touch with us today on 0151 293 4000 or reach us via email at info@securestorageservices.co.uk.

Address:
Secure Storage Services Ltd
133-135 Richmond Row
Liverpool
Merseyside
L3 3BU

Further resources

• Paperwork Storage
• Document shredding
• Legal Document Storage
• Contact us