Physical Archiving
Overview
Physical records remain the backbone of institutional memory, but managing them in-house can be costly and disorganized. Our Physical Archiving service provides a high-security, off-site solution that frees up your premium office space while ensuring your records are managed according to international standards. From banking ledgers to legal contracts, we provide a “bank-vault” environment for your paper legacy.
Facility & Security Features
Climate-Controlled Environment: Our facilities maintain optimal temperature and humidity levels to prevent paper degradation, mold, and aging, ensuring your documents last for decades.
24/7 Monitored Security: Round-the-clock CCTV surveillance, biometric access points, and on-site security personnel ensure that only authorized staff ever interact with your data.
Advanced Fire Suppression: Equipped with specialized gas-based or dry-pipe fire suppression systems designed to extinguish threats without water-damaging your records.
Barcode Tracking System: Every box and file is assigned a unique barcode. This allows for 100% accurate tracking and instant location identification within our high-density shelving units.
Managed Services & Logistics
Professional Packing & Pickup: Our trained logistics team handles the sorting, boxing, and secure transport of your records from your office to our facility.
Indexing & Cataloging: We create a detailed digital inventory of your physical boxes, making it easy for you to request specific files through our client portal.
Rapid Retrieval & Delivery: Need a file back? Choose from next-day physical delivery or our “Scan-on-Demand” service, where we digitize and email the specific file you need within hours.
Retention Management: We track the age of your records and notify you when they reach their legal expiration date, helping you manage secure destruction schedules.
The Business Value
Cost Efficiency: Convert expensive office square footage into productive workspace by moving archives to our cost-effective storage facility.
Audit Readiness: Be ready for any regulatory inspection with organized, instantly retrievable records and a clear chain of custody.
Risk Mitigation: Protect your documents from common office hazards like fire, flooding, or unauthorized internal access.
Key Benefits at a Glance
90% Reduction in document search time.
100% Security with end-to-end encryption.
Remote Access for a mobile and hybrid workforce.
Specifications at a Glance
ISO 9001 & 27001 Certified Processes.
Pest-Controlled and Dust-Free Environment.
2-4 Hour Emergency Retrieval Windows.
General Frequently Asked Questions
1. How do we get our boxes to your facility?
We handle the entire logistics process. Our professional team provides standardized archival boxes, assists with packing at your premises, and manages secure transportation in GPS-tracked vehicles to our facility.
2. Can we visit the warehouse to see our records?
es. We maintain an “Open Door” policy for our corporate clients. You can schedule a facility tour or a physical audit at any time to verify our security protocols, fire suppression systems, and the condition of your stored assets.
3. What is "Scan-on-Demand" and how does it work?
Scan-on-Demand is a hybrid solution. Instead of waiting for physical delivery, you can request a specific file to be retrieved from your box, scanned at high resolution, and sent to you via a secure, encrypted digital link—usually within 2 to 4 hours.
4. How are your facilities protected against environmental damage?
Our warehouses are climate-controlled to maintain steady temperature and humidity levels, preventing paper decay. We also conduct regular pest control and use gas-based fire suppression systems that extinguish fire without the water damage associated with traditional sprinklers.
5. How do you track thousands of boxes without losing them?
We use a high-precision Barcode Tracking System. Every box is scanned at every touchpoint—from your office to our transport vehicle, and finally to its specific shelf location. This ensures a 100% accurate audit trail and instant retrieval.
6. What happens if we need a document urgently after office hours?
We provide 24/7 emergency retrieval services for critical industries like Banking and Healthcare. If an urgent audit or legal requirement arises, our on-call team can retrieve and deliver your documents outside of standard business hours.