Things you should be looking for in a document storage service provider

These days space is at a premium when it comes to running a business. We never have enough of it, and what is available comes at a hefty price. That is why it is so important to maximise the space that you do have, and one effective way to do this is by putting your important documentation into storage.

As your business documentation is likely to contain sensitive information about the business or its customers, you cannot trust this to just anyone, and so you need to find the right document storage provider.

Here, we take a look at some of the key things that you should be on the lookout for when searching for your own document storage provider.

Blog Contents:

Access to files

Storing your files and documentation off site is a great space saver, but there may still be times when you need to access it, and most firms will provide a way to do so. This is something that you should pay close attention to, as you not only want to ensure that you can reach your documentation, but you also need to check whether anyone else can.

Find out whether your provider has CCTV in place, and how they check who is permitted to access your files. Take a look at whether there are staff on site at all times and how they will control access.

You also want to ensure that you can find any documentation quickly and easily, so find out more about their archiving system to ensure you will have no difficulties finding the right thing when you need it.

Storage options

It is important to make sure that your documents are safely and securely stored, so you should find out more about how they do this. Many providers will offer boxes for you to use that are of a high quality and should be double-walled for extra strength.

They should also be able to provide packing tape and bubble wrap to make sure that everything is fully protected. In addition to this, look for information on the environment that your documents will be stored in to check that the temperature and humidity is controlled and will not damage your paperwork.

The provider should be able to assure you that they have sufficient shelving in place, which can not only help with organisation but can also prolong the lifespan of your boxes. Keeping them up high on metal shelves can prevent things like water damage from spills and floods.

Fire is another great risk to documentation, so your provider should have adequate fire protection in place, such as preventative fire-safe construction, fire protection systems and the ability to suppress fire rather than resorting to the equally damaging water sprinklers.


The data that a business holds is one of its most valuable assets, and so you should check that your document storage provider has comprehensive insurance cover. This should give you some peace of mind that your business will be recompensed if a disaster occurs. If you have any particular documentation that is especially valuable, either financially or in its importance to the business, then you should find out whether the provider can increase the insurance cover beyond what they offer as standard.

In the eyes of the law, your data is your responsibility, so it is up to you to ensure that it will be kept securely. That means it is important to do your homework when it comes to researching your document storage provider and ensure that all reasonable measures have been taken to keep your files safe from harm.

Store your documents with RADS

If you are looking for a secure document storage company that can guarantee high security for your files, then why not get in touch with us here at RADS? We offer secure document storage as well as a range of other services, such as document shredding and file scanning, so contact our team today and we’ll be on hand to provide any additional information you may need.