Secure document storage

ARC’s secure document storage is priced on the volume of records stored, the services required, and the level of ongoing management. We provide a clear, itemised quote with no hidden fees. There are no surprise charges for standard retrieval or routine management. We will always walk you through the full cost picture before you commit to anything.

We manage the entire transition using our ARC Journey methodology, a structured 40-step programme designed to keep your organisation operational with no gaps in records access. Our team collects your records on site, catalogues and indexes everything, and has your archive running at our facility with minimal disruption to your day-to-day work. Most transitions complete without any break in access.

Yes. ARC Store is built around NHS Records Management Code of Practice guidance and ICO requirements. We apply the correct retention periods for different record types and manage the destruction process in line with those schedules, supporting the Data Protection Act, the UK GDPR and regulatory compliance.

Scan on demand means you can request a digital copy of any stored document and receive it electronically, typically within the same working day for standard requests. You do not need to wait for physical delivery or visit the storage facility.

Day forward scanning means we begin capturing all new incoming documents digitally from a defined start date. Your legacy archive stays in physical storage (or is digitised separately at a pace that suits you), while everything new is digital from day one. It is a practical way to stop the paper pile growing without committing to a full digitisation programme immediately.

Yes. Medical records storage is a core part of what ARC Store does. Digitisation is delivered through Crown Information Management, aligned to the NHS England processing specification, with SNOMED coding aligned to your clinical system. We apply appropriate security, access controls, and handling procedures for NHS patient records, clinical notes, GP archive files and other sensitive documents. This includes physical security at our facility and robust information security for any scanned files we deliver. We are experienced working within primary care environments and understand the sensitivity and regulatory obligations involved.

ARC Store works alongside your existing systems and suppliers. We complement rather than replace. If you use a clinical system like EMIS or SystmOne, we can align our document digitisation services and indexing approach to support how your team accesses records digitally, without forcing you into a new document management system. We are used to working in co-managed environments.

The certificate of destruction is a formal, signed document confirming that specified records have been destroyed securely, on a specific date, by a named process. It includes a description of the records destroyed and is issued to you for your compliance records. It also supports clear data protection evidence for audit and inspection, especially where confidential documents or sensitive information need a clear disposal record.