Five controlled stages, one chain of custody

A record enters our custody once and is accounted for at every point afterwards, until you authorise its destruction. Nothing moves without a named person, a scan and a signature.

Onboard
Identify, index, pack, seal.
Store
Vaulted, addressed, monitored.
Retrieve
24 or 48 hours, to you.
Refile
Resealed, rescanned, returned.
Destroy
Only on written authority.

Every stage: authorised person, barcode scan, work order, countersigned acknowledgement.

Every carton has one address

Cartons are stored label-up on skeletal racking in climate-controlled vaults, each located to a specific row, bay and shelf. Your inventory sits in a dedicated zone. Nothing is ever mixed with another client's records.

Climate and humidity controlled, with advanced fire protection throughout

Segregated client zones with controlled entry

Located to rack position, not to a room or a pile

Blackbox cartons palletised in the storage facility

Specification

Carton: 17.5 × 15 × 11.5 in
Volume: 1.7 cu ft
Rack bay: 36 × 15 × 78 in
Seal: Dual zip tie, both parties sign

Indexed in your language, not ours

Documents are segregated by nature before packing, then indexed against four fields you define. Use your own terms for them and any file becomes retrievable by any field.

Description

Field 1

Field 2

Field 3

115 characters per record, across four searchable fields

Typical configuration

Document nature

Fiscal year

Branch

Sequence number

Requested in minutes, delivered to your desk

Requests are raised by a person you registered at account setup, confirmed by dedicated staff during office hours, and delivered to the location you name.

24 hrsRush

When a regulator, a court or a client is waiting.

Same or next-day physical delivery
Flagged as rush at the point of request
Chain-of-custody record delivered with the file

48 hrsStandard

Routine operational and audit requests.

Scheduled delivery to your stated location
Batched requests handled together
Chain-of-custody record delivered with the file

Blackbox staff sealing the vehicle at client premises — Collection and delivery run in sealed, GPS-monitored vehicles.

Returning a file

You request
Raised by an authorised person.
We attend
Fresh seals brought to your premises.
Both sign
Seal numbers recorded against each carton.
Acknowledged
Countersigned receipt closes the loop.

Requests by email from registered authorised persons only.

Nothing is destroyed without your signature

Retention schedules are built with your team, not applied to you. Four gates stand between a record reaching its limit and being destroyed.

Schedule agreed

Retention periods set jointly and recorded.

Alert raised

Automatic notice before the limit, not after.

Written authorisation

From a named authorised person. No standing consent.

Witnessed and certified

Certificate issued against the carton numbers destroyed.

Retrieve the file without moving the paper

High-fidelity digitisation with quality control and indexed output, retrievable over the web. Scan on demand turns a 48-hour delivery into a same-day one, while the original stays vaulted.

Where it earns its cost

Files accessed often

Digitise once, stop retrieving.

Disaster-recovery copies

A second copy that isn't paper.

Audit packs

Assembled and sent without a vehicle.

The paperwork you keep

Every one of these is a document you can hand to an auditor or a regulator without preparing anything first.

Account setup record with authorised persons
Indexed inventory of everything held
Work order for every transfer into custody
Countersigned acknowledgement per delivery
Chain-of-custody log per carton
Destruction certificate against carton numbers

Full operating procedures are shared with contracted clients

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