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Document Storage Cardiff | Document Management Systems

Specialists in secure and tailored Document Management Services in Cardiff, South Wales and the South West, ensuring your data is fully protected and accessible when you need it.

Professional and Trusted Document Storage Solutions

Why choose Document Storage?

Document Storage Solutions throughout Cardiff, South Wales & the South West

Document Storage solutions provide a systematic and efficient means to organise, access, and manage crucial documents, significantly reducing the risk of loss or damage. By ensuring compliance with data protection regulations, they not only protect sensitive information but also create additional office space for more productive activities.

These solutions are both cost-effective and an essential investment for businesses seeking to enhance efficiency and safeguard their vital data.

 

Speak to our team today to see how our document storage solutions can benefit your business.

While it may seem cost-effective to rent a self-storage unit, the expenses associated with document retrieval, security, and organisation can add up. Our bespoke Document Storage Facility will offer more cost-efficient solutions tailored to your needs Whilst minimising disruption to your company and staff.

Cost-Efficiency

We’re proud to have advanced security measures in place, such as: Access Control, CCTV, individually locked units, on-site security including dog handlers, vehicle barrier control measures and full perimeter fencing. This ensures the safety and confidentiality of your documents at all times.

Enhanced Security

MDSS are professionals in Document Management solutions. All staff members are specifically trained to handle our client’s data with the utmost professionalism and care. All clients can expect a highly personable service that sets us apart from the competition. Many staff members have been employed in the business for well over 10 years, which demonstrates the vast levels of experience and trusting relationships we have built over the years. Your confidential data will be in the safest of hands.

Specialist Expertise

Our facilities are designed for optimal Document Storage, maximising space utilisation. With their sleek design and efficient layout, you can keep all your important documents neatly organised and easily accessible, making them an ideal choice for those who value both style and functionality.

Space Optimisation

With our experienced, DBS checked professionals, you can confidently entrust us with your document storage needs, knowing that your information is in safe hands. Your data security and confidentiality are paramount to us, and we are committed to delivering exceptional service that reflects these values.

Meet the Document Storage Team

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Taylor Quill

Position / Role

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Alex Smith

Position / Role

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Morgan James

Position / Role

"Maltings is always responsive to any requests or queries we send; they assisted us with recent relocation by collection of a large quantity of boxes for storage. Any requests for stored files are dealt with promptly and files received the next day. They provide a very professional, trustworthy, and friendly service".

Costley & Partners

"Shaw Healthcare have used the Maltings to manage our document storage solution for over 10 years. Their customer service is exceptional, and they are always very flexible and helpful to our needs. Both the collection and retrieval of boxes is made easy and the whole operation is seamless. Thank you".

Shaw Healthcare

"I would like to thank you and your colleagues at The Maltings for transferring our boxes from our old storage facility.  We were extremely pleased how efficient and stress free the whole process was and how quickly you uploaded the information to your system".

Insight Law

"The Maltings Company has looked after our archiving for over 12 years, with the highest standards and a cost effective service. Our experience over these many years gives us no hesitation in recommending their archiving and storage facilities".

Watts Gregory LLP

Contact us

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  • Do you offer a scanning service?
    Yes, we offer a comprehensive scanning service. This includes small format documents, to scanning archive boxes, drawings to digital capture of microfilm and microfiche if required.
  • Is there a minimum quantity for your scanning services?
    No, we can cater from small projects to large scanning projects.
  • What type of documents can you scan?
    Small format to large format drawings to the capture of microfilm and microfiche if required.
  • What locations do you cover?
    We currently service customers in Cardiff, South Wales , Bristol and Gloucester.
  • How do we access documents that are stored at your facility?
    You can use our bespoke customer portal (MDSS-Portal.co.uk) to request retrieval and delivery of your documents. Alternatively, you can request to have a file / box available for collection please send an email to requests@themaltingsdss.co.uk quoting your account number.
  • Can you advise on destruction costs?
    Please contact us on enquiries@themaltingsdss.co.uk to find out our latest charges for all your destruction requirements.
  • What areas do you service and how frequent?
    Daily Service – Cardiff, Newport City, Caerphilly, and surrounding areas. Monday, Wednesday, Friday – Vale of Glamorgan, Bridgend, Swansea, and surrounding areas. Tuesday, Thursday – Bristol (Tuesday only), Cwmbran, Aberdare, Merthyr Tydfil and surrounding areas.
  • How do you register the files / boxes following uplift at your facility?
    All files / Boxes are crossed referenced with our own bespoke inventory system and labelled with a unique QR code for referencing.
  • Who do I contact to request boxes for collection?
    Please use our Portal, or contact one of the processing team on requests@themaltingsdss.co.uk.
  • Can you store Wills and Deeds?
    Yes, we can assist with the storage of wills and deeds. The vast majority pf our legal clients store wills and deeds within our increased fire protected storage unit (which have a 3 foot thick concrete floors and ceilings, fire panelled walls and 5 hour fire rated doors). This unit is also temperature and humidity controlled.
  • Can I see what files and boxes that are in storage at your facility?
    Using our customer portal will provide you with live updates of your holding with ourselves. Our Customer Service Team are available to provide you with this information should you require their assistance.
  • Can I visit the facility to access and check my files / boxes?
    Whilst we encourage visitors to our site, we cannot allow visitors to access our units, due to our units being communal storage. We can retrieve requested boxes / files for viewing in our office should you require this.
  • Can I access my documents on a same day basis?
    Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. (Please note that this service may carry additional charges).
  • Do you offer a same day retrieval service?
    Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. Please contact them directly. (Please note that this service may carry additional charges).
  • Do you provide a report on boxes stored at your facility?
    Using our customer portal will provide you with live updates of your holding with ourselves. A full inventory can be obtained from our processing team. Please email requests@themaltingsdss.co.uk.
  • How do we get documents files to your storage facility?
    We provide a collection and delivery service. One of our team of driver archivists will attend your office to collect your documents in a safe and secure manner. Please email requests@themaltingsdss.co.uk with any service instructions.
  • Are there special boxes that we need to use for our documents and files?
    We can supply boxes that fit onto our bespoke racking system, with the following dimensions 45cm (L) x 36cm (W) x 27cm (H). Minimum order 10. Other boxes can be used, but we ask that they stay within the measurements.
  • What are your storage costs?
    We offer bespoke storage packages to all our customers, depending on their requirements. Contact us for more information.
  • Is there a minimum storage cost?
    Yes there is. This equates to the same cost as storing 50 boxes (with increments only occurring once this threshold is surpassed).
  • What is your cost to move from an existing supplier to yourselves?
    Our cost is negligible as we endeavour to bring in all transferred documents to our facility at our cost.
  • How will a move from an existing supplier impact our access to documents?
    Our system will update the live information, and if you are using the portal, once the box / file is on the system, you are able to book it out. We process all boxes the same day they come into ourselves.
  • Do you have an online portal?
    Yes. It is bespoken to our company and has taken over two years of development to have it up and running.
  • What locations do you cover?
    We currently service customers in Cardiff, South Wales , Bristol and Gloucester.
  • Can you let me know what Accreditations you have?
    MDSS carry ISO9001 Quality Management system, ISO14001 Environmental Management, ISO45001 Standard for H&S at work, ISO22301 International standard for business continuity Management, ISO Information Security Management, Safe Contractor Accreditation and Cyber Essentials Plus.
  • We are on the 3rd floor of a shared building, can you collect from the 3rd floor?
    If you have lift access to any floor above the ground floor, then we will be able to collect any number of boxes / files. If not, we will be unable to collect the boxes as part of the Health & Safety Policies and Procedures we have adopted. We have contingencies in place to circumnavigate these issues, and are happy to discuss further, should this be the case.
  • What security is in place at your facility?
    Full CCTV Coverage, Perimeter Fencing, Fob Access Entry System, 24-Hour on-site security, Tracked Vehicles, Individually Locked Units and all our operatives are DBS checked.
  • How exposed are we to the Maltings increasing prices?
    Historically, we have only increased our storage charges twice in the last 20 years, as we strive to continually offer cost effective storage solutions to our customers. In 2024 we have decided to implement very small annual increases ongoing. This taking into consideration cost of inflation and increased costs.
  • What is the process of terminating the contract?
    As per our standard terms, we would require 3 months’ notice to terminate, plus there would be a permanent removal charge of £3.50 per box. This is industry standard and covers the labour intensity of extracting the boxes from storage, readying the boxes for collection and carrying out the back office work of purging the information from our systems, audit checks, etc.
  • How will we be invoiced?
    Currently, our invoices are raised in arrears monthly, with 30 days to pay.
  • How do we make a payment?
    Instructions on how to pay are included in your monthly invoice.
  • What are your payment terms?
    30 days.
  • Will we be in contract with yourselves? If so, what is the duration period?
    All new contracts are 12 months, but we are willing to negotiate longer contracts to help plan future expenditure for your company.
  • Can you provide IT destruction? What IT equipment can you destroy?
    Yes, we provide a complete IT destruction service. Items are as follows: Laptops, PC towers, keyboards, phone, monitors, computer mice and cables etc. We are compliant with WEEE. Waste Electrical and Electronic Equipment.
  • Do I receive a certificate of destruction for sacks / documents that are shredded?
    Yes, all confidential shredding is supported with a certificate of destruction on completion.
  • When do you destroy boxes against the indicated destruction dates? Do you dispose of documents automatically or do you notify the client?
    We do not automatically destroy any boxes. We must have written instruction from our clients to destroy boxes for them, and unfortunately, we do not contact clients automatically.
  • Can you shred / Destroy cardboard?
    We do, it can be included in our confidential paper waste and recycled.
  • Can we request for documents to be destroyed by yourself without return to us?
    Yes, you can. We would need written permission to carry this out and will provide relevant paperwork for the whole audit trail.
  • What are your shredding charges?
    It depends on the quantities for destruction, please contact us for more information.
  • Is the shredding / destruction done at our premises?
    All shredding is done away from the clients premises under secure and confidential conditions.
  • How do we arrange for you to visit to empty the bins and how many days do we have to wait?
    Shredding Bins & Consoles are usually on schedules and collected automatically within the agreement. To arrange a collection outside of your agreement, please contact us, or utilise the portal for an extra collection.
  • For the bins to be emptied, do they need to be placed in reception or can they be left where located around the office?
    They can be left in situ, our staff will remove them and replace with a completely empty bin.
  • What size are your storage bins?
    Our storage bins are 120L capacity.
  • Do you provide Console Units?
    Yes, we can supply secure lockable console units. These are available in either Beech or White. Contact us for more information.
  • Do we have to remove staples, clips, cardboard backing sheets or plastic covers etc?
    No, the shredding machine breaks these up, and the remnants are separated to avoid contamination.
  • Are the bins locked? If so, will we have a key to gain access in case something is placed in the bin by error?
    Yes, they are locked, and you will receive a key for any errors that may occur.