File Storage With DNS
File Storage With DNS
DNS offer a secure storage facility to our clients for storage of their books and important accounting and statutory files. We can manage boxing-up your files (at an extra charge) and even securely dispose of obsolete files.
It doesn’t matter how big an office space you have, in the end we all end up with too much paperwork. A paperless office is difficult, if not impossible to achieve at least for the foreseeable future. Paperwork takes up a lot of space and it’s easy to lose important documents if you move office or rearrange your filing system. We know that storage is always a problem, and that is why DNS have brought you this value added service.
Apart from the advantages outlined above, please be aware that all businesses are required by law to keep the previous six years’ files in good order and readily accessible; failure to do so can result in fines of up to £3,000. HRMC’s recent announcement to enforce accurate record-keeping by businesses further instills the point: you must keep all your accounts and all other statutory paperwork for the previous six years as stipulated
Accounts and statutory paperwork includes bank statements, receipts and invoices, correspondence from Companies House (the UK registrar), HM Revenue and Customs (HMRC; the UK tax authority) and other UK governing bodies, including reminder letters and extremely important documents to do with your company.
If you store up to five files with us it works out at about £12 per month. Of course, this is a tax-deductable expense.
- You can buy DNS secure storage by submitting the form. You can mention on the form whether you want 5, 10, 15 or 20 files to be store and whether you require boxes; you can use the same form for secure shredding and disposal as well.
- On Receipt of the form, DNS will contact you and arrange to pick up the files (courier charged extra) or you can drop off the files to our office.
- We suggest you label the files/boxes carefully, indicating the year(s) to which the file/box belongs.
- We will give you a receipt for the files/boxes you have stored with us.
- If you wish to access you files, you will need to give DNS 24 hours notice.v
- All courier charges are charged as extra.
- Subscribe to DNS Secure Storage Facility
SECURE STORAGE FAQ
DNS have a secure storage space that is only accessed by our designated members of staff. We file clients’ statutory files on shelving in a dry, clean storage space. Each box is carefully logged in and labelled.
DNS only offer our secure storage facility to DNS clients. We only accept your statutory paperwork.
By law you must keep your accounting records and all statutory paperwork: letters from HMRC, Companies House, bank statement and letters from the bank, receipts, invoices and anything else to do with your business, such as rental agreements, leases or utility bills, for the previous six years. Failure to do so can result in hefty fines up to £3,000.
Paperwork can take up a lot of space. If you move office you might lose it or it may become disorganised. Even changing the layout of your office can result in files becoming misplaced. If you know all your files are in one place, you can rest assured they are there when you need them.
We suggest you label each box. You might put two years’ paperwork and accounts in one box and label it “Accounts and paperwork 2008–9”. If you have the files and would like DNS to box up your accounts for you, we can do so at a reasonable extra charge.
DNS will give you a receipt for all files or boxes we receive from you.
When six years is over you can dispose of that years’ books. We can dispose of them securely for you.
If you require access to your books you must give us 24 hours notice. We will charge the courier costs to your account.
Of course, our secure file storage facility is an allowable business expense.