Category: Safe document storage

Safe and secure document and record storage isn’t just about keeping on top of filing your paperwork. All businesses must preserve certain accounts and paperwork, ready to present these documents on request to HM Revenue & Customs. Despite the fact that nowadays documents are usually completed, exchanged and shared digitally, having an efficient document storage system and knowing how long you need to store your documents, is vital.
So what is the best practice for archiving your accounts records and associated documents? You need to have a robust system in place, a system which complies with current international trade regulations and that will allow HM Revenue & Customs to carry out checks and audits efficiently. Your records should be legible, up-to-date, accurate and readily accessible, regardless of how they are stored.
HM Revenue & Customs provide their own document management support system which is available for subscribers to use in return for annual charge, with one-off charges to produce annual reports. However, you may prefer to use one of the many document management services which are now widely available to businesses throughout the UK.
Document management service providers usually offer a wide range of storage and management facilities; these typically include document scanning, document retrieval, document shredding and confidential waste services. All document management services should be backed-up with a state-of-the-art security system. The cost of using a document management service will vary according to the provider you use so it can be worth shopping around to find the correct level of service to suit your requirements.
Data protection is incredibly important and the security of your documents should be paramount. If you choose to store your documents on your business premises, you must ensure that they are safe and secure at all times. Making sure your offices are locked when not in use is a sensible precaution to take and it can be worth considering the addition of secure storage rooms and lockable filing cabinets.
Digital documents also need to be stored securely and there are a number of steps you’ll need to take to ensure data protection. For example, a password-entry system to access files on a read-only basis can be a good idea to protect sensitive documents. If your company has its own website, you also need to take steps to protect it from hackers. An effective firewall, user authentication and message encryption can all be used to ensure your website is secure: failure to protect your website can allow hackers to obtain confidential information directly from your network.
Document security should never be underestimated and it is vital that you put systems in place to ensure best practice at all times. If you would like further advice and guidance on the best ways to store your company documentation, please contact a specialist document management company for more information. A wide range of document management services are now available from document scanning and digitisation, through to document storage and secure shredding.

A will is probably the most important document that any of us will ever have to write and with this in mind, the storage of wills and probate documents must be safe and secure.  Rather than storing their will at home where it can be easily lost or damaged, most people are advised to store their will with their solicitor and if you work in a legal practice, you need to be aware of the best practice for will and probate document storage.

Having a clear policy on document storage is vital, especially in the case of wills and probate documents.  People are living longer and this is leading to an increase in the number of disputed wills, so everyone in your organisation needs to have a clear understanding of your policy for the storage or destruction of original documents and files.

A challenge to a will can occur many decades after the estate was settled so it’s a sensible idea to keep records with every will to outline the advice which was given when the will was made.  It’s much harder to defend your firm’s position if you don’t have adequate records, so having a clear document management policy can save a great deal of stress further down the line.

If you store an original will for a client that will is still their property and once the client has died, the will then becomes the property of their estate.  The file which contains the will is also the property of the client although there may be some documents which can be removed if they belong to your firm.

Original wills and associated documents should be stored until after your client has died or until the original will is returned to them.  It is up to your firm to decide whether your policy is to keep wills indefinitely or to put in a place a policy to keep original wills for a certain period of time, for example fifty years from the date the will was created.  Whilst there is no hard and fast rule concerning the length of time you should store original wills, it is wise to exercise caution.

Should a will be revoked you must keep a copy of the will in your records.  In cases where a will is challenged, it is possible that undue influence is alleged to have been made and in cases such as this, it is helpful to be able to provide copies of earlier, revoked will as supporting evidence.

Finding the space to store legal documents can prove difficult and many legal firms are turning to the services of document management companies.  Off-site document storage facilities are safe and secure, whilst many document management companies offer online document retrieval systems which can be used to retrieve, copy or destroy paper documents at the touch of a button.  Security shouldn’t be an issue as rigorous data protection systems are offered by reputable document management companies and it is worth shopping around to find a document storage facility designed to store legal paperwork.