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Thinking inside the box

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Even though different sectors have different requirements when it comes to records management and document storage the principles remain the same. All our clients get the following:

  • a tailored service to fit requirements exactly
  • advice on the best records management solutions
  • free of charge collection and registration of records
  • retrieval of boxes or files back to business on 4 levels, with 2hr deliveries available
  • sophisticated bar code tracking technology ensures full traceability – time, date and signature is taken for all movements
  • climate controlled storage facilities ensure all records remain in prime condition
  • CCTV and 24/7 monitored security system linked to Police and Fire Services
  • confidential destruction of records which have passed the retention period. We issue Certificates of Destruction to draw a line under the life of records.


Filofile understands that the legal profession have a large number of highly important and confidential files. Different matters have a variety of retention periods and that access, traceability and security are essential. In emergencies, we can return files to you in 2 hours.

Filofile can advise on archiving matters. Having a Records Management Procedure (RMP), which details unique file indexes, fee earner, who has access and retention period, is vital.

A Destruction Schedule (DS) enables regular confidential shredding of old files, with the issue of Certificates of Destruction (CD) to draw a line under each file’s life. This process also quantifies the total costs of your Records Management (RM).

By outsourcing this important function to Filofile, means your staff can concentrate on what makes your business profitable.

Case studies: Battens Solicitors · Gareth Webb & Co


Health services come under the strictest scrutiny regarding the standards of practice in the management of records for those who work within or under contract to NHS organisations in England. It is based on current legal requirements and professional best practice.

For historic purposes, the code of practice also replaces the following guidance:

  • HSC 1999/053 – For the record
  • HSC 1998/217 – Preservation, retention and destruction of GP general medical services records relating to patients (replacement for FHSL (94)(30))
  • HSC 1998/153 – Using electronic patient records in hospitals: Legal requirements and good practice

The code provides a key component of information governance arrangements for the NHS. This is an evolving document because standards and practice covered by the code will change over time and will be subject to regular review and updated as necessary.

Case studies: Notaro Care Homes · Yeovil District NHS Foundation Trust


Maintaining comprehensive records whether for tax, audit, financial and business planning, pensions and investments, is essential. In order to meet obligations under varying legislation, accountants and financial planners are required to retain records safely and securely over varying time frames.

Filofile can assist in satisfying these obligations. In addition, in order for professional advisors to provide an efficient and timely service, it’s critical that client records can be retrieved at short notice. Again Filofile satisfies this need.

Case studies: Old Mill · ProBusiness Accountants

Other case studies: Autologic · Daikin · Touchstone

Our Process

Document Storage South West
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