At Dajon Data Management, we provide our clients with a bespoke document storage service designed to meet your needs; whether you’re a small start-up or an established company trading internationally.
We have no minimum invoice charges and we do not charge permanent withdrawal fees, which is rare in the document storage industry.
Safe and Secure document storage
When you switch to digital filing and adopt a paperless office model, your original paper documents may become redundant as you no longer require regular access to them. However, keeping your paper files safe and secure is important, not only for backup purposes but also to comply with rules and regulations regarding tax, data protection and auditing, for example.
Penalties for data breaches and loss of sensitive information can be huge, and in legal cases, access to important data and evidence is often critical to success.
Dajon Data Management offers document storage solutions to solve this issue. Our state-of-the-art offsite document storage facilities provide the best in security and disaster prevention and we offer fast next-day retrieval for any emergencies.
We can offer document storage services until you no longer need your paper files. If you require, we can also safely destroy any documents required using secure shredding with all the necessary certifications.
Document Storage Types
Dajon Data Management offers a selection of offsite secure document storage solutions depending on your individual needs, budget, filing system and volume of paper files you need us to store.
- Boxed storage is suitable for groups of files, which are stored together in barcode-referenced crates. Open-boxed storage is a similar storage method, but it enables folders to be retrieved individually.
- If you need regular physical access to files, for live projects, for example, we provide open file storage, which involves referencing and storing documents independently for more efficient records management.
- For business-critical information, we can offer fire-safe storage to protect against all possible forms of damage.
- We can store drawings and plans using unique triangular tubes, which help to preserve the quality of the documents much more effectively than circular varieties.
- For dramatic reductions in the amount of storage space required, we can use our unique file-saver technology to compress hole-punched documents, resulting in substantial cost savings.
- Alternatively, to help you in your quest to create a paperless office environment, we can also store your data online in our document management system.
Benefits of using Dajon Data Management
Maximum Security
Dajon Data Management’s document storage facilities benefit from the best in hi-tech security to keep your paper files completely safe at all times.
Electronically controlled access and video camera monitoring are in operation around the clock, alongside secure perimeter fencing and fire and intruder alarms.
All the alarm systems in our facilities are directly linked to the emergency services, guaranteeing total disaster prevention and protection of your documents.
Fast and Reliable Document Retrieval
If you need access to the files being stored in our archive document storage facilities, we can deliver them to you on request quickly and reliably.
We offer a tiered document retrieval system, beginning with next-day delivery of orders placed before 3 pm.
In an emergency, when fast access to your files is required, we can get them to you within two hours of the request. Alternatively, we can scan your documents and return them to you electronically.
Security is also taken seriously during the collection and delivery of your files. We operate our own fleet of vans and we use a barcode system that enables you to track your documents through our online system.
Affordable Document Storage & Archiving
- Our unique patented technology can reduce the number of boxes you need to store by up to 50%.
- Clear, simple and transparent pricing.
- No permanent withdrawal fees unlike almost every other company in our industry we will not charge you penalties to remove your boxes when you want to.
- No minimum invoice charge.
- Online tracking so you know exactly where your documents are 24 hours a day.
- Your own dedicated account manager, no call centres to deal with.
- Fully ISO 9001, 14001 and 27001 compliant.
Frequently Asked Questions
- Where is the safest place to keep documents?The safest place to keep documents depends on the level of security and protection required. For digital documents, encrypted cloud storage platforms with multi-factor authentication offer robust security measures to safeguard sensitive information from unauthorised access or cyber threats. Choose reputable cloud service providers with industry-standard encryption protocols and compliance certifications to ensure data integrity and privacy. For physical documents, consider offsite records storage facilities operated by professional document management companies. These facilities are equipped with state-of-the-art security systems, fire suppression systems, and climate control measures to protect documents from theft, damage, and environmental hazards. Offsite storage facilities offer secure, organised, and scalable solutions for businesses to store and manage physical records cost-effectively.
- Why is offsite storage important?Offsite storage is important for several reasons. Firstly, it provides businesses with a secure and organised solution for storing and managing physical documents, reducing the risk of loss, theft, or damage. Offsite storage facilities are equipped with advanced security measures, climate control systems, and disaster recovery protocols to ensure the safety and integrity of stored documents. Secondly, offsite storage helps businesses comply with regulatory requirements governing document retention and privacy, such as HIPAA, GDPR, or Sarbanes-Oxley (USA). Professional records management providers offer expertise in compliance management, ensuring that stored documents are retained for the required retention periods and disposed of securely when no longer needed. Lastly, offsite storage offers scalability and flexibility to accommodate growing volumes of documents without the need for additional office space or infrastructure investments. Businesses can access stored documents quickly and easily through secure online portals or request physical delivery as needed, enhancing operational efficiency and productivity.
- What is the best practice for storing documents?The best practice for storing documents begins with digitisation. Converting paper documents into digital format not only reduces physical storage space but also improves accessibility and searchability. Organise digital documents systematically using a hierarchical folder structure and descriptive filenames to facilitate quick retrieval. Implement document management software to categorise, tag, and index documents for easy navigation and tracking. Additionally, establish strict access controls and encryption protocols to protect sensitive information from unauthorised access or data breaches. Regular backups and disaster recovery plans are essential to safeguard against data loss or corruption. Finally, ensure compliance with industry regulations and standards governing document retention and storage practices.