Document indexing is the process of associating information with a file for search and retrieval purposes later.
Indexed information is integrated into a database document management system, providing a framework for users to locate required data.
Without effective document indexing, retrieving information can be extremely time consuming and costly. You might need to access information quickly for decision making but be unable to locate it, leading to severe repercussions for your company. Missing files are also extremely costly and difficult to replace.
Indexing and storing records offsite or electronically means there is less chance of files being misplaced and your team will save valuable time looking for records. Having the right documentation to hand quickly also allows you to make timely and better-informed decisions.
Document indexing offers a lot of potential benefits for the whole business such as improved decision making, preserving the organisation's knowledge and improving the flow of information.
Our indexing and document management systems allow you to:
Access documents immediately.
Automatically view files as they are indexed via out online portal.
Search by date, number, department, invoice number or document type or even by inputting a whole phrase.
Improve your chances of locating the right document first time with enhanced data quality- we cleanse data by interpreting abbreviations, running spell checks and identifying missing or potentially incorrect data.
By using our online portal, users will automatically view files as they are indexed. This offers transparency to the customer (they can view how the job is progressing).
Document processing through indexing is simply an easy route to locate your documents and that route is based upon your business processes and your staff.
Document Storage Process
We will provide flatpack boxes along with barcodes on arrival at your site. SDS staff will scan the barcode on each box into their handheld scanner. The scanner will contain a complete record of all boxes leaving the current storage facility for transportation to the SDS storage depot. A work order will be dated, timed and signed by the SDS driver and an approved member of your team – we’ll also leave a duplicate copy of the order with your company.
Once your documents have been transported to a secure depot, our operatives will lift and scan each box into its storage location. A full set of data will be downloaded from the scanner into the SDS system. All boxes will be recorded as ‘In’ and will be immediately available for retrieval. We’ll send you an inventory report to confirm how many boxes are at SDS.
Any requests for retrievals will be received via email or the SDS online ordering system: our staff will promptly locate the boxes within the warehouse, then scan them as ‘Out’.
An SDS driver will deliver your files. A work order will then be signed off by both parties, completing the secure document storage process.
Why choose Shredall SDS Group as your storage service provider?
Choose Document Indexing
Saving you time and hassle. We can provide a full inventory of your stored records. For easy and fast retrieval!
Barcode tracking
Stress-free retrieval and delivery of your stored files by knowing exactly where your documents are at all times.
Our online portal
Locate, view and manage your stored files instantly from any device with scan on demand.
We will never compromise
We are proud to meet the highest of standards of compliance for our industry, earning us reputation as one of the most reliable document storage companies.
Document Storage FAQs
Below, we’ve answered some of the most common questions that clients ask about our document storage services. If you can’t find the answer you’re looking for here, do not worry – please get in touch.
What steps are taken to ensure that my documents are secure?
The security and confidentiality of your documents is our top priority as a document storage company.
Our operatives are fully vetted and DBS-checked to comply with BS 7858. At our high-security storage facilities, your documents will be protected by intruder alarms linked to police stations via Redcare, and monitored by 24-hour CCTV, giving you complete peace of mind.
Rest assured that your files are safe in transit, too: each box of documents is carefully scanned using our barcode system and you will be provided with a full audit trail, allowing you to track your documents through all stages of the transportation, delivery and retrieval process.
Are your document storage services fully GDPR-compliant?
Yes – all of our document storage services offer complete compliance with the General Data Protection Regulation (GDPR).
As well as ensuring that your documents are transported and stored in secure environments, we offer comprehensive file-level indexing that’s handled by security-vetted operatives. This process ensures that you can retrieve individual files with ease and remain GDPR-compliant.
Take a look at our guide to GDPR and data storage for more information.
How will I access my documents whilst they are in storage?
Once we’ve transported your files to one of our secure document storage facilities, you’ll be able to request retrieval via email or the SDS online ordering system. We also offer a range of document scanning services, enabling you to access your files in a variety of digital formats if required.
How much does document storage cost?
The price of our storage services varies depending on the quantity and type of documents that need storing, as well as the security level that you require. We offer a full range of packages from standard business document archiving through to vault storage for storing the most sensitive physical and electronic documentation. Get in touch today to find out more or to arrange a quote.
Are any self storage options available?
We also offer self storage in container units at our Nottingham site through our sister company, Loft Self Storage.
