Get in touch
Want to get in touch? We’d love to hear from you. Here’s how you can contact us.
General Enquiries
For any general queries, please fill out the form below.
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Opening Hours:
Mon - Fri: 8:30 - 16:30
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Book an Appointment
Chaffinch has offices and data management warehouse facilities across the UK. Our Head Office is based in Stoke-on-Trent. To locate your nearest sales representative use the form above or email [email protected].
Our Offices
Chaffinch has offices and data management warehouse facilities across the UK. Our Head Office is based in Stoke-on-Trent. To locate your nearest sales representative use the form above or email [email protected].
Frequently Asked Questions
Here are some frequently asked questions .
Document Scanning
Document scanning can be a complex process. Our experience in helping businesses on their digital transformation journey means we are well-placed to ensure you have the solution which meets your needs. Here are some of the questions we are commonly asked by businesses looking for document scanning services.
Collections
Chaffinch offers a nationwide collection service and can collect documents for scanning from anywhere in the UK. Our West Midlands scanning office offers excellent connectivity across the UK.
Chaffinch is accredited to ISO27001, which is dedicated to the security of your data. Our drivers are all directly employed, training in data handling and carry photo ID. Our vehicles are GPS-tracked at all times, offering you a full audit trail for the handling of your data.
Our Customer Support team can arrange the collection of data for scanning from anywhere in the UK. Please contact [email protected] for more information.
Yes. Chaffinch supplies enterprise-grade archive storage boxes which offer a secure and robust way to transport your documents for scanning.
Yes. Our team are happy to arrange an appointment for you to deliver your files for scanning to our offices. Please contact our Customer Support team to make an appointment.
Document Scanning
Chaffinch Document can scan most formats of information, with the most common sizes being A4 and A3. However, we have access to a range of equipment to scan larger sizes such as A0 drawings. We scan everything from A4 legal files to complex large-format engineering drawings.
Our scanning service includes our team preparing and processing your documents for scanning. We can de-staple and arrange your files so they are in the optimal condition for scanning.
Usually we digitise documents into PDF, JPG or TIFF formats. We render your documents so that they are OCR searchable.
During our onboarding process, you choose what happens to your documents once they have been digitised. Usually, customer choose one of three options:
– Store them pending further instruction
– Secure destroy them
– Rebuild and return the physical documents
We can run a test scan for your approval prior to commencing your scanning project. Please contact our Sales team for more information.
Delivery
We offer a range of delivery options for your scanning documents. Usually, we securely send these via FTP, either to a nominated contact or into your document management platforms. We also provide cloud-hosted document management platforms which host your scanned documents in the cloud. Alternatively, some customers have requested encrypted USB sticks or CDs.
As part of our Quality Control process, we retain your physical documents free of charge for 30 days once scanning has been completed. After this time, we can either continue to store documents in our document storage facility pending your further instruction, destroy them or return them to you. If you require the physical documents to be held for longer post-scanning, our Sales team can help accommodate this request.
Usually, we retain a backup of your digital file for 90 days post-scanning before deleting it in accordance with our Data Protection policy. We also offer several services options whereby we can backup your files on our secure cloud-hosted servers for longer or our document management platform, infoRouter, offers an excellent way to manage digital information.
Pricing
Our scanning service charges are based on the volume of scanning, type of document and the preparation involved. We build a bespoke proposal in accordance with your requirements to ensure that our service meets your needs.
Yes. Chaffinch can assess your needs and offer you a fixed price for scanning your documents prior to commencing the project. Usually, this would be accompanied by a test scan to ensure that both parties are happy with the specification.
We maintain a relentless focus on value for money and return on investment. Digital transformation projects can often be open-ended, demand large budgets and vary in specification. We consult on your business needs and propose the most cost effective solution. This may be a hybrid solution of scanning, physical document storage and scan on demand where the outlay on wholesale document scanning cannot be justified.
Quality and Compliance
All documents we scan are processed in full compliance with British Standard Institute BIP0008 for the ‘evidential weight and legal admissibility of information stored electronically’, meaning you don’t necessarily need to keep the paper copy. You can choose to either store the original copy with us, destroy it or return it.
Chaffinch has over 20 years’ experience in digitizing documents. We are also independently accredited to ISO9001 and ISO27001, giving you the peace of mind that your data is in good hands. We operate a rigorous quality control process on all our scanned documents, and our staff are trained to handle confidential and sensitive data. In addition, we also put in place Non-Disclosure Agreements with all customers to provide legal comfort that your data is treated in confidence.
Yes. We are happy for you to visit our Midlands scanning office to see for yourself how our process works. If you would like to arrange a visit, our Sales team can arrange this.
Yes. Chaffinch Document is audited and operates to industry standards. We maintain ISO9001 and ISO27001 certification. For more information, please visit our accreditations page.
Document Shredding
Our secure document shredding services are accredited to ISO9001 and BS EN15713. Our customer-first, regional approach ensures we are a national business with local customer service standards. Here are some of the questions we are frequently asked by customers needing secure document shredding and destruction services.
Collections
In order to maximize the cost-efficiency of our document destruction service and reduce the cost to our customers, collection routes are based on postcode areas. We service postcodes on particular days of the week. When you sign up, you will be able to see our available shredding collection days for your postcode area.
If you have booked a one-off shredding service, you can make changes up to 24 hours to your collection date. If you need to make changes, if contact our office, they will advise you of the next available slot to rebook your collection.
If you are signed up to the regularly scheduled service, this will be carried out on the agreed frequency on a particular day, and the service is designed to reduce the burden of booking, amending and rebooking collections. If you would like to discuss the regularity of collections or quantity of containers you can contact our office.
We can collect from your business or home address as required. Lockable consoles can be sited anywhere in your workplace, and our drivers will service these at each location, without you needing to lift a finger. For bags and archive boxes, our standard collection is from the ground floor of your premises.
Due to health and safety reasons, wheelie bins can only be delivered to and collected from the ground floor of your workplace or home, unless there is a working lift.
In order to maintain the very high standards of service that we are renowned for, we are rolling out our service in phases. However, if you are keen to use our service and your location is not currently included, please contact our office as we may be able to assist you.
Yes. We are happy for you to bring your shredding to our depot in Stoke-on-Trent. As we operate a secure site, if you wish to drop off information, please contact us to arrange an appointment.
If your container fills up more quickly than anticipated, please give us a call as we can schedule extra collections. It may be that if your business is growing, the amount of confidential information you are producing is also growing. In which case, we will be happy to discuss supplying you with additional containers or increasing the regularity of your collections.
What to Shred
The Data Protection Act and GDPR (from May 2018) governs every company regardless of size or industry. Each business has a duty of care to protect the information of its customers, employees and suppliers. Confidential information that must be destroyed securely could be contained in any of the following documents:
• Legal documents
• Employment records
• Financial records and bank statements
• Medical records
• Receipts
• Tax information
• Correspondence
• Customer records
• Credit card details
• Company records
• Purchase orders
• Case files
• Notebooks
However, this isn’t an exhaustive list. A rule we request clients to apply is to shred anything that contains any names, addresses, phone numbers and financial information. We encourage all our clients to treat all information as if it was their own.
Small amounts of metal (paper clips, staples etc.) are fine. Industrial shredding machines are designed to cope with small amounts of metal, whereas general office shredders are not. We can sort your confidential waste at our premises, recycling as much of it as possible. Please remove plastic wallets as this may have an impact on us recycling the shredded paper.
The Environment
Once your information has been confidentially shredded into confetti-sized pieces of paper and beyond all possible recognition, the shredded paper is baled for recycling. We supply SOW (Sorted Office Waste) and CHL (Coloured Heavy Letter) into paper mills to be turned back into tissue products such as kitchen roll, toilet roll and tissues.
We are a proud environmentally-friendly company, and are passionate about preserving our planet for future generations. We are always seeking ways to further reduce the carbon footprint of our paper-shredding business. 100% of the paper we shred is recycled back into the paper supply chain at UK-based miles. We don’t believe that transporting recycled paper thousands of miles across the globe helps our environment. We proudly support local paper mills.
As all the shredding paper is recycled, this helps to reduce the amount of new trees which are cut down to make paper products. It is estimated that each tonne recycled paper saves 17 trees; 1,400 litres of oil and 26,500 litres of water. In an age where we all need to do our bit to save the environment, our shredding service can help towards reducing your carbon footprint.
We like to put our money where our mouth is. We support various environmental charities such as our local Wildlife Trust, to develop young people’s knowledge about our natural world, and to preserve areas of keen environmental interest.
Pricing and Payment
We believe our shredding service offers the perfect mix of value and convenience for all types of business. Shredding costs are usually depend on volumes, but unlike other national shredding companies, we offer total pricing transparency.
Find out the price of your storage instantly by clicking here.
All our regular services are based on a contract term of 12 months. This provides you with the peace of mind of a GDPR-compliant confidential destruction service without the hassle or risk of forgetting to keep on top of things.
Our ad hoc and one-off shredding service provides document shredding at your convenience, and is perfect for clearing out old records.
Our regular shredding services are all invoiced monthly. You will be invoiced for the number of services you receive in a particular month and payment will be collected via Direct Debit. By arrangement we can also set up account terms.
For our one-off shredding service, we accept Visa, Mastercard and Maestro cards. You will pay via a single payment for the service when you place your booking.
We know that many homes and offices have their own shredders, but it is a false economy. We guarantee that in the vast majority of businesses, whether large or small, there is a lot of information waiting for someone to disposing of it. It’s just the sort of job that keeps getting put off! The hidden cost of having staff shred data can increase the cost of the process by 50% compared with an outsourced provider, whilst simultaneously improving the process. Health and safety risks associated with office shredders mean that they must be very well maintained, especially as they get older. Put simply, free up time to spend it on what you do best, and let us do what we do best.
Data Protection and Security
Our DBS-checked team are highly trained in the secure handling of confidential information. Our services are accredited to ISO9001 and BS EN15713 (Confidential Destruction of Material) standards. Chaffinch Document provides services to large, highly-regulated businesses across a wide range of industries, and we extend the same levels of security and service to large businesses, small businesses, households and personal shredding. Our shredding service includes the provision of a Certificate of Destruction for every job we do. It is a requirement of the General Data Protection Regulation 2018 to keep a Certificate of Destruction for all information that must be disposed of securely.
The General Data Protection Regulation 2018 places a requirement on companies to protect all personal data. An information breach could cost millions of pounds in fines, with recent test cases involving British Airways being fined £183m and Marriott Hotels being fined £99m for breaches. Under the previous law, the Data Protection Act 1998, the maximum fine was £500,000. However, under GDPR, fines can be up to €20m or 4% of annual global turnover. Partnering with the right confidential destruction and shredding company is a decision of huge importance.
In addition, fraud and identity theft are the fastest growing non-violent crime in the UK, meaning the risk to your information, no matter how trivial has never been greater.
Yes. We are happy to provide copies of our ISO9001 and BS EN15713 certificates for your records. We also have a lots of process documents outlining our process, together with a robust Data Protection Policy Statement.
Containers and Paper
For a fully compliant service, we believe that lockable containers are best placed to reduce the risks to your data whilst it is at your premises. We supply:
– Lockable consoles in a variety of finishes
– Lockable 240 Litre wheelie bins (larger sizes available by request)
– Shredding bags and security ties
We have containers to suit every type of business and workplace environment. We are proud that the finishes on our lockable shredding consoles are front-of-house standard, which means that you can provide tangible proof to your clients and suppliers that you have provision in place to protect their information.
Not at all. Industrial shredding machines are designed to cope with small amounts of metal, whereas general office shredders are not. We can sort your confidential waste at our premises, recycling as much of it as possible.
Ideally, yes. Chaffinch Document is passionate about working with clients to reduce the amount of plastics used. Plastic wallets are difficult to recycle and add to the amount of waste going to landfill in many instances.
Our service pricing is based on archive box-sized containers up to 30mm x 40mm x 44mm. We can collect and shred larger boxes, however please note that the cost will change to reflect larger sized containers.
We take the security and integrity of your information very seriously. Unfortunately, we cannot collect confidential information contained in bin liners or unsealed containers. These pose a data security risk to your information as they can often split due to the weight of the paper within. You are welcome to use your own archive boxes, however please make sure that they are sealed. We would highly recommend using one of the secure options we provide on our website.
Document Storage
Modern and remote working practices rarely suit a one-size-fits-all approach to document storage. Our combination of digital-led solutions, such as scan-on-demand, and secure archive storage facilities help us tailor services to suit your requirements. Our FAQs help navigate some of the things to consider when looking into secure document storage services.
Moving to Chaffinch
Very often Chaffinch will cover the costs of transferring your archive boxes to our facilities from an incumbent supplier. Our facilities are based in the Midlands, with excellent access to all major road networks.
We build our mobilisation plans to ensure that your staff are able to access the files they need, whether they are with Chaffinch, in transit or still with your incumbent supplier. We can organise the retrieval of your box and files to ensure your business continues as normal during the move.
We have document storage facilities in Stoke-on-Trent and Walsall, which ensure quick access to deliver files across the UK.
Yes. Chaffinch will liaise with your existing storage provider to ensure that your archives are successfully transferred with a minimum of input from you. Our team is experienced in handling large relocations of data and will be on hand throughout the process to ensure a smooth transition to our data storage facility.
Retrievals
No. Our systems and processes are designed to seamlessly integrate with your current filing systems. Of course, if it helps, we can advise, consult and improve where necessary, however our approach is that we simply build on what works for your business. We can provide flexible retrieval options, such as reducing manual handling by delivering and returning files from within boxes, or maintaining simplicity by delivering the entire box.
You can retrieve your files either using our scheduled, standard or urgent retrieval service by ordering via our online portal or by sending your request Customer Service Team.
We have a number of service options to get your information returned to you urgently. Whether you need the physical file or a digital scanned copy, we can action your request as quickly as possible to ensure that your data remains accessible at all times. If you need an urgent service then please contact our Customer Service team who will action your request.
We have dedicated secure space where our customers can attend site, conduct data audits and review their files. Our Customer Support team will arrange site visits to our Stoke-on-Trent storage depot, and make arrangements to pick files for you to inspect.
Destruction
We operate in-house shredding facilities and can arrange to securely destroy files and boxes in storage as required. If you would like to arrange for the confidential destruction of data stored with us, then please contact our Customer Support team.
Yes. We provide you with a Certificate of Destruction for your audit purposes for all items in storage we destroy. If you need to dispose of files in storage, you can enjoy peace of mind knowing that the work is conducted securely, by our dedicated shredding operation.
We shred, bale and recycle all the paper we shred. This is then supplied back into the tissue manufacturing industry to be turned into paper products.
Pricing
We operate bespoke pricing solutions for our clients, enabling you to reduce costs in non-core areas. We charge per archive box, stored in our intricately designed secure storage facilities to make the most efficient use of space. You are not limited by ceiling heights like self-storage, or smaller businesses can also benefit from our dedicated SME solutions, designed to ensure compliance and implementing disaster recovery good practice, whilst reducing costs. We tailor each price structure to your business’s needs. Get in touch and see how we can help you.
Off-site storage usually works out a great deal less expensive than storing your files on your premises. Once space utilization and loss of staff time managing information is calculated, not only does off-site document storage provide greater compliance, it also saves money and increases productivity.
Security and Compliance
Security of your information is our number one priority. The risks of data security breaches in businesses are well publicised and growing. Our facilities are compliant with all professional indemnity policies, allowing you to protect your business and comply with your duty of care. Our facilities have state-of-the-art CCTV, intruder and fire detection, which is monitored 24 hours a day. Our staff are all DBS-checked and drive GPS-tracked vehicles. Our business is built to provide peace of mind.
Yes. Chaffinch Document is audited and operates to industry standards. We maintain ISO9001 and ISO27001 certification. For more information, please visit our accreditations page.
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