No business can survive without access to information. The information on which your business relies comes in all formats and sizes. The most common types of documents and other data include email communication, product or service contracts, project documentation, client facing material, and staff documentation, including work contracts and business plans. You may also regularly receive outside material such as letters, newspapers, magazines and trade media.

You may have regularly archived all of this material in the past. Depending on the size and nature of your business, documents, information and data may have been stored on shelves, in drawers and in databases without much concern for compliance, security, space and time. It is important to consider each of these. Even though you may not know about it personally, legislation regarding data protection, secure archiving and disposal has increased in recent years. Much of this kind of legislation comes from the European Union, affecting businesses throughout the UK and Ireland. Simply archiving a client’s contact and bank details may be in contravention of the rules and regulations. Disposing of them insecurely can also contravene compliance requirements.

Even if you have always managed to find space for documents and other data in the past, it may not be possible to continue doing so in the future. In simple terms, you may simply not have enough shelving space or sufficient drawer space. In electronic terms, your database can reach maximum capacity, becoming slower, and eventually nearly completely unresponsive in the process. You may thus want to consider outsourcing storage of important information to a professional document storage and retrieval service. This service is focused on security, compliance, environmental concerns, low risk, and ease of use. The efficient storage solutions are off-site, freeing up your own office space. This means you have a tidier, more efficient office, potentially boosting staff morale.

The service will often be tailored to your individual needs. You can request access to the documents or other data stored on your behalf at short notice. The material can be provided to you on a next-day, half-day or emergency retrieval basis. Paper documentation can be scanned and digitised. This means that electronic access can be provided at very short notice. Ultimately, regardless of the location of your documentation and other data, your retain full oversight and control; the storage process is fully transparent. The service can be contracted on a pay as you go basis. Storage space can thus be rented on an as you need it basis so that you are not paying for space you do not use.

Electronic disclosure, also known as eDisclosure (or eDiscovery in the US), is a kind of compliance requirement. Failure to comply with it can lead to significant legal, financial and publicity risks. The services provided are fully up to date with the latest rules and regulations surrounding this compliance requirement.