What Happens to Your Documents After Collection? A Behind the Scenes Look at CitiStore

When you hand over sensitive business documents to a storage provider, trust is essential. At CitiStore, we understand how important that trust is. That’s why our process is built to be secure, efficient, and fully traceable, from the moment of collection through to storage and retrieval.

Step 1: Secure Collection by Tracked Vehicles

Your records journey begins with our professional collection team, arriving in tracked, company, owned vehicles specifically designed for transporting documents. Our drivers are uniformed, confidentiality trained, and follow strict protocols to ensure everything is handled with care.

Each box is scanned and logged on the spot, instantly creating a digital chain of custody that tracks your documents from pickup to archive storage.

Step 2: Barcode Tracking with O’Neil Software

Once your items arrive at our facility, they are immediately entered into our records management system, powered by the industry, leading O’Neil Software. This system gives every item from full boxes to individual files a unique barcode for precise tracking.

Every movement is recorded with a time stamp, user data, and location. You can view this real time tracking through your client portal, giving you peace of mind and full transparency. And when you need a file back, we can locate and retrieve it fast.

Step 3: Storage in a Modern High Spec Facility

Your documents are stored in our purpose built archive storage facility, designed for long term preservation and fast access. The facility is tall, clean, well organised and equipped with structured shelving to protect the integrity of your records.

Entry is restricted to authorised staff only, and the entire site is under 24 hour CCTV monitoring with comprehensive alarm systems. We also maintain stable environmental conditions to ensure your documents are stored in a safe and secure environment.

Step 4: Full Audit Trails and Access Control

Every action taken with your documents is tracked and recorded. You’ll always know when a file was accessed, who accessed it, and why. That audit trail is available to you at any time in your portal.

Need different levels of access for your staff? Our permission based controls give you the ability to limit access to sensitive files across departments, adding another layer of internal security.

Step 5: Infrastructure Security and GDPR Compliance

All of this operates behind CitiStore’s secure firewall. Our digital systems are protected with enterprise level cybersecurity, and every part of our workflow is designed to meet GDPR compliance.

From secure document scanning and retention scheduling to subject access requests and data minimisation, we help you manage your records in full alignment with legal and regulatory standards.

Trust CitiStore With What Matters Most

At CitiStore, we do more than store documents. We safeguard the records that support your business, from archive storage and records management to secure document scanning and digital access.

With professional collection, real time tracking, and full audit visibility, you can trust us to protect what matters most.

Get in touch today to learn how CitiStore can simplify and secure your document management

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