//Medical Archive Storage & Record Management
Medical Archive Storage & Record Management2020-12-22T09:38:41+00:00

Medical Archive Storage & Data Management

DataSpace is highly experienced in providing records management services to Private Independent Hospitals, General Practices, NHS Trusts and other Medical sector organisations. Ensure your healthcare and patient data is managed with the highest confidentiality, security and efficient secure access.

Speak to an expert

Medical Records Management Services

  • Archived medical file storage, including patient notes and GP notes

  • Patient note storage and scanning solutions

  • BS 10008 Legal Admissibility Scanning services

  • Service levels with quick turnaround timescales

  • Out of hours services available

  • Patient specific Confidentiality Agreements and NDA’s can be signed

  • All items retain a full audit history and chain of custody documented

  • ISO 27001 FileLive web portal for 24/7/365 transparency of records

  • Support with pro-active management of retention schedules

Medical Archive Storage

DataSpace archive storage facilities are the highest quality purpose-built facilities within the industry.  The facilities were built inline with British Standards PD5454 recommendations and have the optimum environmental conditions for archive storage for paper records and media. The facilities do not only boast superb features for archival storage but is a secure access restricted site.  The site is unbranded and situated in a low crime rated area.


We also are flexible with the way we store and can provide file level, box level and a hybrid level storage solution. Hybrid solutions are when items are stored at box level until you require to retrieve a file out of a box and at that stage the file is indexed and registered at file level.

GP & Patient Note Management  

We offer flexible archive and scanning solutions to GP’S nationally. DataSpace’s GP Patient Note Management Solution incorporates secure storage of Lloyd George Envelopes and A4 patient Notes with physical and ‘scan on demand’ retrievals.

DataSpace UK Ltd have been providing secure offsite storage facilities to NHS Trusts and private medical organisations for over 17 years. Our experience has provided us with a great understanding of the complexities of Patient Record Storage. We can co-ordinate multiple departments, users and sites with differing document management and retrieval requirements.

Why DataSpace?

  • Experience – We have vast experience in working within the medical sector and understand the challenges and constraints facing records managers dealing with healthcare documentation.  We have successfully undertaken migrations of circa 100,000 archive boxes.  Such migrations have included lift the lid projects, electronic meta data inventory consolidation projects and meta data capture projects.

  • Auditability – Full audit history of records and boxes held offsite with information on activity and movements updated in real time.  Management Information and reports available via FileLive 24/7/365 for transparency of global and sub account volumes and activity.

  • Digitisation of your physical notes – in accordance with BS10008:2014 the standard for Legal Admissibility of electronic information

  • Quality – Not only are DataSpaces services tried and tested, we have all the required quality standards, we hold certifications as evidence of those quality processes and procedures.  We also welcome due diligence checks and audits by our clients own Quality Teams and Auditors.

  • Space within your Practice – Storing your Patient Records much more effectively will give you room for providing new clinics.

Medical Archive Storage FAQs

  • Do you store Lloyd George records?
    Lloyd George GP records are some of the most common medical records we store in our data centres, and we work with many medical practices to ensure the safe storage  of medical notes for the duration of their retention periods.

  • What are the medical document retention periods?
    Retention periods for medical documents depend on the type of document. GP records should be kept for 10 years following the death of the patient, whereas armed forces personnel and prisoner records should be kept indefinitely. If unsure, our team of experts will be happy to help ensure your records are correctly stored for the required retention periods.

  • How will my staff search for and find the documents they need?
    Depending on the size of your practice, it may be worth considering an online document management system. FileLive allows users to securely manage physical, electronic or scanned documentation that is stored offsite at one of our professional archive facilities.

To find out more please call us today on 0800 028 8956, email info@data-space.co.uk or fill in the form here.

Your Privacy

In submitting this enquiry form you agree to DataSpace processing your data inline with DataSpace’s Privacy Policy.  DataSpace can confirm that we do not share any data submitted on this form with any third parties.

  • This field is for validation purposes and should be left unchanged.