Full Index

Let us take the hassle away.

We can catalogue your records for you, saving key staff time, ensuring a consistent approach, and quick access to your records should you need them. An optional full indexing service is available, which most  clients have chosen to adopt, whereby we record the contents of each document storage box received from you into our database.  

This is a favoured option for those organisations that would like to move their records off site, but  do not have a complete record of their files, having lost track over time. 

The format of the index will be agreed with you, but usually takes the form of copying a description off a lever arch, or buff file into our database, including for a solicitor for example; Matter Number, Partners Initials, File Close Date, Client Name, Address, Destruction Date etc, or for an accountant perhaps; Purchase Invoices 2019 (A – D), and Destruction Date.

There are several advantages to this service; 

  • Time saving – why spend your valuable time going through old files, we do this for you, presenting you with a spread-sheet listing all your files. This list can then be used to instruct us which files should be stored or destroyed.
  • Consistency – we hold a complete and independent record of all your files that is   accurate and up to date, so we can locate any file for you. Holding your own index carries risk, for example, where is it saved? If there are staff changes within your business, do they index by a different method or format? etc.
  • Retrieval – We are able to find and recover your files quickly and efficiently.

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