Construction starts on new site…

Work has now started on our brand new premises at Woodlands Court Business Park, Bristol Road, Bridgwater. The foundations have been piled already and we are told by the builders that we will be in before Christrmas… “hopefully”!

We will be retaining premises at Guard Avenue, Yeovil in addition to these new facilities.

Here is a picture of the new site so far…

Construction of the new Scan, Film or Store Office & Document Storage Space in Bridgwater

The new processing and document storage facility extends to a footprint of nearly 4,000 square feet and increases fourfold our box storage capacity between Yeovil and Bridgwater sites. It is located next to the St. Johns Ambulance building and behind the huge new Morrisons Distribution Centre – luckily we will look out at the countryside though.

New offices, preparation, microfilming and document scanning facilities will be provided in the brand new, state of the art, Bridgwater building. Additional staff will also have to be employed for the new, larger facility and we are already recruiting from the Bridgwater area.

The new facility will help us to accommodate storage boxes and scanning projects belonging to some prestigious new customers that we are working with. As we take the confidentiality of our customers very seriously we can’t tell you exactly who they are but they include:

  • A very large engineering company in the North West
  • A South coast company specialising in precision composites
  • A local museum where we scanned irreplaceable glass photographic plates to make them more accessible online to the public.

So, if you have any boxes or files cluttering up your office then we can look after them for you! Click here for more details or call us today on 0800 008 7229.

Welcome to our new blog…

My main aim for writing this blog is to give businesses useful and relevant information from the document storage and management industry.

I know that document storage is a subject that can cause yawning and an immediate ‘switch off’ but how would you feel if you lost your whole archive of records either through natural disaster (fire, flood etc) or through malicious damage?.I guess that it would be pretty catastrophic and recovery of your lost records could take a long time. Did you know that 68% of businesses that suffer this kind of loss NEVER recover and cease trading? The protection of your vital records is our business – we can take all the hassle out of document management for you.

To kick off the blog I start at the beginning and answer the question:

How long do I have to keep my records?

The honest answer is that there are very few legislative rules that govern how long paper documents should be retained by a business. Some, such as those required by Her Majesty’s Revenue & Customs, are strictly regulated and not being able to produce past records on demand is an offence. Good practice dictates that historical records need to be retained.

However the vast majority of all records can be retained as ELECTRONIC COPIES (scanned images). File formats for keeping electronic copies of documents can be PDF, TIFF or JPEG files.

Here are some examples of how long some common documents should be kept:

  • Accident Books – 6 years after LAST entry
  • Personnel Records – 7 years AFTER termination of employment
  • COSHH records – 40 years
  • Capital Expenditure Invoices – 10 years
  • Building Leases – 12 years after expiry
  • Sales invoices and Credit Notes – 6 years
  • Property Deeds – Retain indefinitely or until property sold

If you would like a FREE comprehensive guide to document retention please click here or contact us here for advice without obligation.

Remember we are here to help!

Mark Yates

Need some help? Try our scanning calculator!