The Document Lifecycle

At Scietech, we understand that every document follows a natural journey from its initial creation through to secure disposal. Managing this full lifecycle is essential for data protection, legal compliance, and operational efficiency. Our team provides support at every stage, ensuring that businesses remain in control of their records at all times.

Creation

The lifecycle of a document begins the moment it is produced. This might be a client contract, an invoice, a human resources file, a policy document, or another type of business record. In many workplaces, documents are created in large volumes on a regular basis. Without a structured system for managing these records, paperwork can quickly become overwhelming. From the very start, it is important to have a plan in place to protect sensitive information and maintain order.

Storage

After documents are created, they must be stored securely and in a way that allows for easy access. While some businesses choose to store records on their own premises, this is not always practical as the volume of paperwork increases. It also introduces risks such as theft, damage, or unauthorised access. Scietech provides a secure off site storage solution at our dedicated facility. All records are protected by continuous video surveillance and are carefully organised. Each document is logged with a unique reference number, making it easy to locate and retrieve when needed.

Access and Retrieval

Documents often need to be accessed during their active period. This may be for reference, reporting, compliance checks, or customer service needs. Our team supports clients by retrieving specific documents quickly and accurately. The identification system we use allows for fast lookup and delivery, so you can get the information you need without delay or confusion. Whether you need to check a contract, review a personnel file, or present documentation for an audit, we make the process smooth and efficient.

Review and Retention

Every business must manage document retention carefully. Different types of records are required to be kept for specific time periods based on industry regulations or internal policies. For example, financial records may need to be retained for seven years. Scietech helps clients review their stored records to identify which ones should be kept and which are ready for disposal.

This process is essential for freeing up space and staying legally compliant.

Digitisation

Many businesses are working to reduce their use of paper and improve accessibility to records. Our document digitisation services allow physical files to be converted into clear, high quality digital versions. We scan a wide range of documents including loose files, forms, and bound materials such as books or manuals. Our equipment includes advanced scanners that remove any distortion caused by page curves, resulting in professional and easy to read digital files. Digital records can be stored, searched, and shared with ease, helping clients work more flexibly and efficiently.

Secure Disposal

Eventually, most records reach the end of their lifecycle. When documents are no longer required, they must be disposed of in a secure and responsible way. At Scietech, we use a level four industrial shredder that reduces documents into very fine material, making it impossible for any information to be recovered. We shred all documents within two working days of receipt. After shredding, the paper is sent for recycling as part of our environmentally responsible process.