Record Management
Professional packing at your premises, dual QR identification, secure warehouse storage and document retrieval on request — safe records, organised today, available tomorrow.
From your premises to secure storage.
Alpha Ace provides a structured record management service, from a personal assessment at your premises to professional packing, digital identification, warehouse storage and document retrieval. Every box is managed through our software and QR-based controls, supported by regular audits and hands-on oversight.
Packing and labelling at your premises establish identification from the start; dual QR labels and centralised records support traceability; regular audits help maintain storage accuracy. Clear retrieval options make it easier to access your documents when you need them.
Professional handling. Digital control. Personal oversight.
Professional handling
Records are organised to the agreed classification and packed into record-management boxes by our team, at your premises, before anything leaves the building.
Digital control
Box details are entered into our software as the boxes are packed, so each one carries a digital record and a known storage location from the first day.
Personal oversight
A personal visit opens the engagement, our team runs the packing on site, and stored boxes are audited regularly by scanner rather than left untouched.
Two labels. One digital identity.
Every box receives two printed, system-generated QR labels, affixed on two sides and linked to one digital box record — so identification holds up on the shelf, not just in the file.
- Two labels
- Printed and affixed to two sides of every box, so it can be identified whichever way it ends up stacked.
- One digital record
- Both labels resolve to the same box record — client, department, contents, period and storage location.
- No handwritten details
- Labels are generated by our software against the data entered at packing, not written on the carton by hand.
A clear sequence, from the first visit to retrieval.
Plan and agree the scope, pack and identify at your premises, then store, audit and retrieve on request.
- Plan & agree
Personal visit & assessment
We visit your premises to assess record volumes, document types, packing needs and retrieval requirements.
Commercial quotation
We provide a quotation covering the agreed service scope, storage and retrieval charges.
Signed commercial agreement
The commercials are signed before the collection and packing activity is scheduled.
- Pack & identify at your premises
Team mobilisation at your premises
On the agreed day, our team arrives with boxes, a printer, stationery, a scanner, a laptop and other necessary equipment.
Professional box packing
Records are organised according to the agreed classification and packed into record-management boxes.
Digital data entry
The relevant details for every box are entered into our software, creating its digital record.
System-generated dual QR labels
Our software generates two printed QR labels for each box, both linked to the same box record.
Labels affixed on both sides
One label is affixed to each of two sides of the box. Labelled boxes are checked and placed ready for collection.
- Store & monitor
Transport to Alpha Ace warehouse
The packed and labelled boxes are transported from your premises to our warehouse.
Shrink-wrapping & positioning
At the warehouse, boxes are shrink-wrapped and positioned in designated storage locations.
Regular QR-based audits
Our team regularly audits the stored boxes using a QR code scanner to verify identification and location.
Centralised system records
Box details, storage locations, audit records and recorded movements are maintained in our system.
- Retrieve & deliver
Retrieval request & delivery
Inform us of the records required. We arrange delivery on the same day or on your requested date.
Clear retrieval charges
Same-day retrieval and delivery carry a premium charge. Retrieval on other scheduled dates is charged at the normal retrieval rate.
Tell us roughly how many boxes you hold and how often you need them back — we’ll come back with a scoped answer.
Signs it's time to move your records off site.
- Files and cartons are taking up floor space your operation needs
- Nobody can say which box a given document is in without opening several
- Box details are handwritten, inconsistent or no longer legible
- Retrieving an old record takes hours or days rather than minutes
- You're relocating, consolidating or closing an office
- Records sit somewhere with no recorded location and no access control
- Retention is being met by keeping everything, indefinitely, on site
- An audit or compliance review needs documents produced to a deadline
Questions about record management.
Straight answers on identification, storage and what it costs to get a document back. Anything not covered here, get in touch and we'll answer directly.
Get in touch and our team will answer directly.
Every box receives two printed, system-generated QR labels, affixed to two sides and linked to one digital box record. Identification is handled through our software rather than handwritten on the carton, so a box reads the same way to everyone who handles it.
Often paired with record management.
The same verification and QR discipline applied to physical assets.
Flexible short-term storage when the need is space, not filing.
Independent checks on the processes and records behind the boxes.
Manpower and setup support for a one-off records project.
Safe records, organised today.
Speak to Alpha Ace about packing, storing and retrieving your records — starting with a personal visit to your premises.