Document Storage and Archive Facilties
At Ingram's we offer a professional document storage and archive services at your location - be it local in Bishop Auckland, Durham, Darlington, County Durham, Tyne-and-Wear, Northumberland, Cleveland, Yorkshire, Cumbria or Nationwide - for both domestic and commercial clients. Please contact us for advice and further information about storing your personal or business documents - we will also provide literature free of charge.
When you use this system your document and archive are packed at your office, business premises or on site. Then they are loaded straight into one of our secure containers/locations at our container stores.
Our premises are fully burglar alarmed and fitted with CCTV.
Overview of our Document Storage and Archive facilities
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Inspection area
We can organise an inspection area/container for you to use whilst inspecting the contents of your documentation and archive.
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Open space storage
Larger or awkward sized items can be held in an open space area - usually for larger boxes and paper sacks.
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Containers
We have standardised containers for maximising your document storage. Our Document and Archive containers are suitable for storing standard document storage boxes and archive cartons. Anti-luce fittings insure easy closure and opening of doors and security can be provided by the use of padlock or seals. The containers have the dimensions 218 x 2440mm and are produced on a one-piece multi-laminated 18mm plywood base. The inside of the container permits walk-in central access to a Two Tier Shelving System. This shelving can be adapted to store computer hardware and any other office equipment. -
Filing Cabinets/Drawer Units
You have the option of utilising filing cabinets that can be secured with locks or pad-locked latches. These would be located within secure bays within the storage unit.
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Fire Safe
For highly confidential and sensitive data we offer a restricted access location that is ideal for your smaller archive and digital data/security items such as USB memory drives, Hard Disk drives, tapes, etc.
Working for a 'Greener' North East
Ingram's has received a Certificate of Environmental Accomplishment for their shredding and recycling plan, with the aim of saving our environment
Customers for Archive and Document storage
We serve a wide range of clients - from retail brand names to professional companies:
- Local and National Retailers
- Legal Professionals/Offices
- Accounting and Financial Services
- Government Departments
- Health Authorities
Example Storage SOlution
A local chain of lawyers/solicitors use our facilities and services to manage their long-term storage requirements. We provide a regular collection and retrieval service to any one of their local branches. Some contents are scanned for easy reference and retrieval.
Facilities
Open Plan racking with narrow boxes for easier access to files.
Fire Safe holding Hard Drive - backup data.
Services
Scanning of archive box/file contents.
Collection & Delivery of individual files and archive batches to various offices/locations.
Document / Archive Storage Services
Collection
With our fleet of flexible and purpose built vehicles we can collect consignments of documents - from a single file to whole archive sections. All your documents can be retrived from your location(s) and brought into our stores.
Very sensitive data sources can be protected in a number of ways: Lidded crates with seals. Dockets with seals. One-time seal envelopes.
Signature of collection - including any seal/security details are signed for by both the client and our collection driver. We ensure site-to-storage security and the integrity of the file trail - as stipulated by GDPR legislation for documents that are considered data sensitive.
Delivery (Retrieval)
There are occassions when clients require specific documents to be retrieved from our storage facilities to be delivered at one of their offices/locations.
As with collection, we can provide a complete storage-to-site security chain for the delivery of documents. Signature on delivery by a designated person ensure the client's file trail integrity - as stipulated by GDPR legislation for documents that are considered data sensitive.
Destruction 
Once certain documents have reached their indicated retention period, it is appropriate for them to be processed accordingly. This often means the destruction of a batch of associated records which serves a number of purposes:
Complying with GDPR requirements for the appropriate retention of data
Saving space and reducing costs of storage
Secure Shredding - We have a process that ensures that sensitive information is destoyed - as required by all major organisations. A chain of secure handling of documents is maintained from leaving our archive storage until they are physically shredded by our agent.
Destruction Certificate - Upon completion of the destruction of an archive box (or set of boxes), we can provide a destruction certificate from our nominated destruction agent to provide proof of the completed operation - providing evidence for the GDPR and other Data Protection and company policies regarding the retention and disposal of sensitive information.
Barcoding & Inventory 
On receipt of your boxes at our document/archive stores we can provide a barcoding and inventory service that provides a unique identifier for your archive boxes; quite often we find that clients do not have a clear or standard labelling/naming system so we index then individually and link these with any client names provided on the documentation boxes/files.
Once the files are barcoded and the contents inventoried, the records can be entered in our archiving database. This provides us with a number of functions that assist us in our own and our client's operations:
Searching/Retrieval references - lists of barcodes and references can be produced for a client
Document/Archive activity recording - from the moment archive is brought in we create an audit trail that holds details of the archive and can log all of the activity that happens with a specific resource.
Reporting - a number of reports helpiour clients to manage their archive resources - including full archive file trails, destruction due report and resource locations.
Packing / Unpacking 
To help our clients make the best of their Archive Strorage we can help by packing their documents and archive into any storage files/boxes that they require. Contents and indexing can be undertaken during this process to make easy searching and retrieval possible.
Scanning / Digitisation 
We offer clients the option to scan/digitise a selection of resources from their archive for referencing purposes. These can include contents and inventories of boxes in a full archive down to an individual page from a specified resource. These can be sent to clients via a number of secure channels that allows our clients to access parts of their archive without physically attending the archive store in person.
Box Supply 
At Ingram's we deal with a large range of documentation, archive and other storage requirements. There are a large number of packaging materials we utilise and supply to clients that are appropriate for both large and small scale archiving. The most popular is our Archive Box/Carton that allows many documents/files/folders to be placed inside. These fit efficiently into all of our storage facilities including container storage and shelving/racking.
For a full list of our document and archive packaging supplies see our Packaging page.
GDPR 
With the implementation of GDPR regulations in May 2018, Ingram's have met and provided evidence of their compliance to all areas of the legislation. Any new client has the same assurances that we provided to our existing clients regarding the compliance of our Data Protection policies and procedures. We also require clients to sign up to our GDPR policies to ensure the integrity of their own and other archive. All sub-contractors are GDPR compliant and are contractually obligated to maintain the integrity of any of client's data.
Our work continues to implement and improve on the Data Protection procedures and safeguards.
