FAQs

Below are some of the questions that we are asked most often. Hopefully these FAQs will give you the answers you are looking for, but if you’re interested in something we haven’t mentioned here, please don’t hesitate to get in touch. We’d love to hear from you and help you find your perfect storage solution.

What standard has replaced PD 5454?

PD 5454 was the original standard for conservation and care of archive material to ensure long-term preservation. In 2012, PD 5454 was withdrawn and replaced with the new standard BS EN 16893 (Conservation of Cultural Heritage) and BS4971:2017 (Conservation and Care of Archives and Library’s). These current standards provide guidance to institutions that allow a broader scope from the original PD 5454 specifications.

As well as conforming to the latest standards, DeepStore is proud to maintain conformity to the higher standard specifications of PD 5454, which has always been the gold standard for heritage preservation storage in the UK, exceeding the currently recommended BS 4971: 2017 & EN 16893:2018 standards.

Will I be assigned an Account Manager?

Yes, you will be assigned a dedicated account manager as well as our customer service team.

How do I retrieve my documents?

Retrieving your documents is simple, all you need to do is login into to your secure portal on DeepStore Online and request the items you require for hard copy delivery or via our scan-on-demand service.

Alternatively, you can email our dedicated customer service team with the relevant form provided to you when you set up your account.

How quickly can I have my documents?

We provide next day delivery as standard. Same day delivery is also available upon request along with urgent and out of normal hours services.

Scan-on-demand digital delivery is also available on a same day basis.

How long do you store my boxes for?

DeepStore works with our client document retention policies to ensure material is only ever destroyed following client authorisation.

All destroy review dates are logged into our O’Neil software and reporting facilities are available to keep clients up to date as to when destruction thresholds occur. We can also set you up on DeepStore Online where you can view and manage your retention dates via the system.

Can I view my boxes onsite?

DeepStore can provide dedicated viewing areas and rooms, whereby, upon appointment, you can securely view your boxes for audit purposes.

How do I prepare my box/boxes for collection?

It is a DeepStore requirement that all boxes are in a good state of condition. For example with lids, no crushed sides or rips. If you need any new boxes please let us know.

Barcodes are affixed at the end sides of the storage boxes and never on the lids to ensure accurate tracking and storage placement. Deepstore can provide barcodes in batches to assist in preparation for storage. Please note all containers should not exceed 15kg weight limit.

Do you provide archive boxes?

Yes, our high quality double skinned DeepStore boxes are available to purchase in a range of sizes from 0.98 to 1.65 cubic feet capacity.

DeepStore can also provide security seal tags to ensure total confidentiality and security for box management and tracking.

Is there a minimum storage quantity?

There is no minimum quantity of items required for you to store with us. We understand every organisation is different, which is why we offer fair pricing for all your requirements, even if it’s just the one box.