Archive Document Storage

Release Valuable Office Space

In these days of rising office costs and an increasing requirement for businesses to maintain accurate long-term records (companies are now required to keep records for an average of six years), contracting out document storage makes sense. We offer archive document storage to provide you with an efficient and reliable way of storing and retrieving business records while saving valuable office space at your premises.

Please see our section on how long should company records be kept at the bottom of the page.

How It Works
Greens Removals offer secure archive storage for documents. This allows you to place boxed documents or loose records in long-term storage and retrieve them if called upon to do so.

We safely store documentation for people from various professions, including architects, surveyors, solicitors, home workers and accountants. Anyone who needs to store paperwork or products will be able to benefit from our service. Many types of documents are stored this way, including commercial documents, legal papers, hospital records and financial accounts. All documents may be retrieved when needed either electronically or physically.

This kind of storage system has the benefit of releasing valuable office space and reducing the time you have to spend in filing and retrieval. Archive document storage is efficient, practical and will save money for your business.

Archive Document Storage (links to contact page) – contact us now to discuss your requirements

The Benefits

Archive document storage releases valuable office & warehouse space.
It saves your company time and money.
Documents are stored in purpose built archive boxes or record shelves.
You may keep the key that locks your storage units or store in racks or pallets
You benefit from fast, accurate retrieval of data.
We provide an electronic scan and email service
You can access your information from Monday to Friday - 8:00am to 5:00pm.
Documents can be delivered to you by prior arrangement.
Our service releases personnel for other vital functions.
Systems can be adapted for changing technology.
You start at any level and expand as your requirements change.
We provide storage of data boxes, files, papers, tapes and discs.

The Cost
£0.12 per archive storage box per week *
£10.00 per storage container per week*
£0.05 per individual loose file per week*
Free collection*

*Subject to a minimum storage period of six months. Minimum monthly invoice £30.00. For free collection minimum monthly storage charge must be at least £50.00 (applies to first collection only).

How long should company records be kept?
There is no simple answer to this question because different types of record are covered by different types of legislation, as shown by the following summary:

VAT
By law, VAT records have to be kept for six years, unless Customs and Excise allows a shorter period. Any request you make to keep records for a shorter period must be accompanied by a full explanation of why it is considered impractical to keep the records.

PAYE
The Inland Revenue recommends that PAYE records be kept for at least three years after the income tax year to which they relate.

Taxes generally
For periods before the start of self-assessment, the Inland Revenue can issue an assessment at any time up to six years after the end of the chargeable period to which the assessment relates. There is no limit in cases of fraud or wilful default. From April 1996, all business records must be retained for a period of (broadly) six years.

Company records
Under corporation tax self-assessment, accounting records must be preserved for six years from the end of the accounting period.

With regard to the statutory books, there are no specific requirements, but the Companies Act states that an entry relating to a former member of the company may be removed from the Register of Members 20 years from the day he or she ceased to be a member.

Also, the Register of Directors and Secretary must include details of past directorships held within the preceding five years.

Government grants
Documents relating to Government grants must generally be kept for four years from receipt of the grant. Where grant aid is still being received, no documents should be destroyed without consulting the relevant Government department.

Limitation Act 1980 – general periods
The 1980 Act allows an action to be brought on a contract for up to six years from the event (e.g., breach) that gave rise to the claim.

Where a contract is under seal (or deed), the time limit is 12 years.

These periods govern how long invoices and other documents should be retained as evidence in case of a claim by, or against, another party.

Conclusion
Taking into account the various requirements outlined above, we recommend that you keep all records for at least six years after the end of the accounting period or tax year.

Archive Document Storage – contact us now to discuss your requirements