Removals and Storage 99
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based on 115 user reviews.

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Using document management to help keep ahead of GDPR

Written by on June 1, 2018

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The GDPR deadline may well have passed, but that doesn’t mean job done, tick in the box!

Despite having two years notice that the GDPR changes were coming, a survey last month showed that half of businesses would not be fully compliant by the May 25th deadline.

We’ve certainly noticed a flurry of bookings for our shredding services over recent weeks as organisations work through what data they hold on their customers, service users and employees. Anything which no longer needs to be kept on file should be safely destroyed, which is where our industrial shredding unit and mobile shredding service comes in.

But we have also noticed an increase in people enquiring about our document management service (or archiving, as it’s often referred to) – which can also have an important role to play when it comes to keeping data secure.

Often there is a legitimate reason to keep hold of someone’s personal data – or even a legal obligation. As the holder of that information, a company is obviously bound by law to keep it safe and secure both electronically but also in any paper copies. Could someone gain entry to your building and easily gain access to a filing cabinet, or piled up paperwork in on-desk in-trays? It doesn’t have to be as dramatic as a middle of the night break-in – how about if someone was legitimately in the office for an interview – could they see personal data they shouldn’t have access to?

Our document management service is used by many large law and professional service firms, and many more in private and public sector healthcare, who have lots of sensitive documentation and information they are required to keep safe for a specific time period. However, it’s just as relevant for any business, in any sector.

We offer document management at our Leeds, Harrogate and Wakefield bases. As a client you would hand us documents in boxes – we will provide labels and barcodes to be used, and recommend you keep a log of these at your end, so if you need to retrieve a document, you know which box it is in. When the boxes reach us, we scan the barcode into our state of the art system, and then safely file the box away in our warehouse.

If you need to retrieve a box, just let us know the one you require, we’ll be able to locate it in minutes thanks to the barcode, and can either have it delivered to your offices, or have it available to collect as preferred. We can offer a same day, next day or even a two hour retrieval service, and signed receipts, in duplicate for both you and us, are used to ensure we keep track of every box you entrust to us.

How can we guarantee we keep your documents safe? Our Document Storage Centres are all protected 24 hours a day with CCTV and offsite monitoring. Only authorised staff are allowed in and all relevant staff have their own security password to gain entry. Our tracking system backs up daily and this back up is kept safely off site. We also request that clients do their part to ensure their documents are kept safe, with only a limited number of personnel allowed to authorize the ordering and retrieving of files. We have an agreed document with each client, showing who is allowed to request access.

Because we know the date boxes are filed with us, we can also set a time limit, if you wish for files to be automatically destroyed after a certain time period. At that point, we would safely transfer them to our industrial shredding unit to be completely destroyed, before providing you with a certificate of destruction and recycling. Making it much simpler for you, and saving you time, money and space.

If you don’t want to use the full document management service, you can always opt for a self storage system to keep your paperwork safe under lock and key – also saving expensive office space which could be used for something more interesting than dozens of locked filing cabinets!

Testimonials

Extremely efficient and prompt service. Lee and Conner were very helpful and the job was completed without a hitch. I would recommend them and definitely use the service again. Thanks.

5 Stars

This is an impressive facility which is extremely well-managed. Colette and Tina are marvellous with the customers explaining procedures clearly and with patience. We would recommend this company without hesitation.

5 Stars

Professional and friendly service
Efficient and nice staff
Reliable
They moved me twice and stored my house contents

5 Stars
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Contact Us

Leeds

The Storage Centre, Meanwood Road,
Leeds LS7 2AH

Removals:
0113 262 3000 /
0113 262 4000
Email Leeds removals

Storage: 0113 26 26 500
Email Leeds storage

Opening Hours:
Monday-Friday: 08.00 to 17.30
Saturday: 09.00 to 16.00
Bank Holidays: 10.00 to 14.00

Harrogate

The Storage Centre, Ripon Road,
Harrogate HG1 2BS

Removals & Storage:
01423 625 000

Van Hire: 01423 625 000
Email Harrogate

Opening Hours:
Monday-Friday: 08.00 to 17.30
Saturday: 09.00 to 16.00

Wakefield

The Storage Centre, Kirkgate,
Wakefield WF1 1UW

Removals, Storage & Shredding:
01924 663 555
Email Wakefield

Opening Hours:
Monday-Friday: 08.00 to 17.30
Saturday: 09.00 to 16.00




    Huddersfield

    McCarthy's Storage World
    Phoenix Retail Park
    Leeds Road
    Huddersfield
    West Yorkshire
    HD1 6NE

    Removals & Storage
    01484 799 599
    Email Huddersfield

    Opening Hours:
    Monday-Friday: 08.00 to 17.30
    Saturday: 09.00 to 16.00
    Bank Holidays: 10.00 to 15.00

    York

    McCarthy's Storage World
    Water lane
    York
    YO30 6PQ

    Removals & Storage:
    01904 238 333

    Van Hire: 01904 238 333
    Email York

    Opening Hours:
    Monday-Friday: 08.00 to 17.30
    Saturday: 09.00 to 16.00
    Sunday: 09:00 to 14:00