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.
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.
Get in Touch with the Document Storage experts
Ready to transform your document storage? Contact Dajon today for a free no-obligation consultation!
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
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.
Open File Storage
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.
Fire-Safe Storage
For business-critical information, we can offer fire-safe storage to protect against all possible forms of damage.
Drawings and Plans
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.
File-Saver Technology
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.
Document Management System
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.
Get in Touch with Experienced Document Storage Leaders
Ready to start your digital transformation journey? Contact Dajon today for a free no-obligation consultation!
Frequently Asked Questions
What is the best practice for storing documents?
Effective document storage starts with digitisation. Converting paper records into digital files not only reduces physical storage space but also makes information easier to access, share, and manage securely.
1. Clear organisation: Use a logical folder structure with clear, descriptive filenames. Group related documents together by department, project, or date; avoid overly complex nesting that makes retrieval difficult.
2. Use document management software: A dedicated document management system (DMS) helps categorise, tag, and index your digital files. Users would be able to quickly search and retrieve information, while maintaining full audit trails for compliance.
3. Protect sensitive information: Access controls and encryption should be applied to safeguard confidential documents. Only authorised users should be able to view or edit certain files, and all data should be transmitted securely.
4. Maintain regular backups: Schedule automatic backups and store copies in separate, secure locations — ideally using both cloud and on-premise options. A robust disaster recovery plan ensures business continuity if data loss occurs.
5. Stay Compliant: Adhering to legal and industry standards for document retention is essential. Regularly review your policies to ensure ongoing compliance with GDPR and other relevant data protection regulations.
Where is the safest place to keep documents?
The safest place to store your documents depends on whether they are digital or physical, not to mention how sensitive the information is.
Digital Documents: For digital files, encrypted cloud storage offers one of the most secure and flexible solutions. Look for providers that use multi-factor authentication, end-to-end encryption, and have recognised data security certifications. These features protect your information from unauthorised access, loss, or corruption.
Physical Documents: For paper-based records, offsite records management facilities provide the highest level of protection. These facilities are purpose-built with advanced fire suppression, 24-hour security monitoring; and climate-controlled storage to prevent damage from heat, moisture, or pests.
What is offsite records storage?
Offsite records storage involves keeping your physical documents in a secure, professionally managed facility rather than on your own premises. These purpose-built environments are designed to protect business records from damage, loss, and unauthorised access.
Organisations can free up valuable office space, reduce administrative overhead, and improve data security. All this while still maintaining full control and visibility over their records. If your business handles large volumes of paperwork or archived records, offsite storage provides a safe, scalable, and compliant solution.
Why is offsite storage important?
Offsite storage plays a vital role in the secure and efficient management of physical records.
1. Enhanced security and preservation: Offsite facilities are specifically designed to safeguard documents against loss, theft, fire, and environmental damage. The best are furnished with 24-hour security monitoring, access controls, and climate regulation. All of these accoutrements ensure your records remain safe and well-preserved at all times.
2. Compliance and governance: For many industries, document retention is a legal requirement. Offsite storage helps businesses meet compliance obligations under data protection and privacy laws such as GDPR.
3. Space and cost efficiency: Storing large volumes of files on-site consumes valuable office space. Offsite storage offers a scalable and cost-effective alternative. Your business can expand its archive capacity without additional property costs.
4. Quick and controlled access: Modern offsite storage solutions allow for rapid document retrieval through secure digital systems or same-day physical delivery. So you can access the information you need without delay.