Header showing you are on the Storage Process page in black with a colour splash logo to the right hand side

This page gives the steps to go through if you would like to store physical files or records with Restore. The scanning and archiving process page provides more information on Restore and the wider process. For any queries regarding the service please contact Dawn Greenwood on 07801 676 139 or dawn.greenwood@restore.co.uk. Further contact details are mentioned within the various process steps below.

    1. Evaluation

      • Ensure that you have evaluated the most effective solution for your records (if not refer back to Physical record decision process (Office document, 409kB)). Restore will prepare a Schedule of Works for your approval, for larger or more complex requests, to ensure the estimated costs and your requirements are understood.
      • n.b. Additional boxes and barcodes can be ordered via the Admin Team – 0333 220 7811 admin@restore.co.uk or via the Restore Portal

    2. Purchase Order

      • Raise a Purchase Order on MyERP with ‘Restore plc’ (ERP Supplier no. S313042) for an appropriate amount, with the text “Terms and conditions per the relevant ESPO agreement 2957” in the ‘comments’ box. The most practical process will be to estimate your annual costs and raise a call off Purchase Order.

    3. Box Preparation

      • Fill boxes with your files and attach a bar code to the side of each one in the space provided. You can provide your instructions to Restore either via their Portal or via email. Are you intending to use the Portal?
        • Yes - go to next step
        • No - go to step 7

    4. Access to Restore Portal

      • If you need to arrange for access to the Restore Portal or set up a team sub account, please refer to Restore Business Support (01293 780055 businesssupport@restore.co.uk).
        • You may need a sub account for your team to ensure that other teams cannot access your records and that invoices can be sent to the correct teams. Guidance can be found in the Restore portal guide (PDF, 1,077kB)

    5. Order Additional Boxes

      • Order any additional archive boxes or bar codes as required from the Restore Portal

    6. Update Portal

      • Enter details of the barcodes and box descriptions for the boxes that you need collecting on the Restore portal
      • Under the heading Inventory click on Container, then under Options click on Add. Think carefully about the box description to aid future retrieval. Click Submit to add the box. The Portal also allows you to add in additional indexing for the files within a box, although you can ask Restore to do this for you.
      • Once you are ready to instruct restore to collect the boxes, from the main page select Getting Started from the Order menu.
      • Follow the appropriate options under Add Items into Cart as per the Restore Portal Guide and Check Out when ready. If you need further help with indexing, go to the next step, otherwise you have completed the process.

    1. Indexing

      • Do you need detailed indexing of the files stored in the boxes?
      • (this could be either the name of a file and/or info within it)?
        • Yes - carry on reading
        • No - go to step 8.a) 
    • Are you intending to provide your own file index information or do you need Restore to transcribe this for you by reviewing the files in the box(es)?
    • Please be aware that a request for Restore to do this could significantly increase costs.
      • Restore to transcribe- go to step 8b
      • Provide own file index- go to step 8c

  1. a) Collection No Indexing

    • Ensure you prepare clear instructions for Restore regarding the box titles / corresponding barcodes and collection arrangements. All boxes should be barcoded.
      Use the Box Inventory Sheet of the Archive inventory template (Office document, 581kB) to list the boxes that are to be stored.
    • Go to Step 9

    b) Collection Restore Indexing

    • Ensure you prepare clear instructions for Restore regarding the box titles / corresponding barcodes and collection arrangements. All boxes should be barcoded.
      Use the Box Inventory Sheet of the Archive inventory template (Office document, 581kB) to list the boxes that are to be stored. In the appropriate fields specify the details for indexing by Restore.
    • Go to Step 9

    c) Collection UoB Indexing

  2. Instruct

    • If you have not already done this via the Portal, you will need to email instructions requesting Collection, Box Descriptions or File Indexing to Restore Admin & Restore Support using this email link. Make sure that you include an address for the collection, along with a contact who will be available to brief the driver on the day. Please ensure your boxes remain in an appropriately secure location until they are signed for e.g. not left unattended in a reception area.
    • Attach your Storage Inventory Spreadsheet to the email (if it contains Personal Data, you should do this via a One Drive link instead, with access given to dawn.greenwood@restore.co.uk). Keep a copy for your records.
    • Please quote your account code in the email heading. If you do not know this, please the ask the UoB Service Manager or Restore Admin Team who can be contacted on 0333 220 7811.
      • For information, the Restore Admin Team manage collections and the Restore Support Team manage the upload of data