Decision guide
In-house archive or offsite storage?
Not every archive should leave the building. This guide helps you separate what should stay close from what is costing you more than it is worth.
| Factor | In-house archive | Managed offsite storage |
|---|---|---|
| Cost of space | Rent for a room or floor at office rates, full or not | You pay per box actually stored |
| Time lost searching | Staff searching through unnumbered boxes | A request by box or file code |
| Fire and humidity protection | Often unequipped rooms or a damp basement | A warehouse with fire systems and temperature and humidity control |
| Who can reach documents | Anyone with a key to the room | Authorised staff, requests from named authorisers only, and a log of every movement |
| Destruction after retention | Postponed, or done without records | Industrial shredding on written instruction, with a certificate |
| Access to active documents | Immediate | Needs a retrieval request or a scanned copy |
What stays in-house
- Active files opened every day
- Documents that must be on your premises by law or contract
- What departments will need over the next few months
What moves offsite
- Closed files that must be kept for years
- Records from previous financial years
- Former customer and employee files
- Anything requested only a few times a year
How to calculate the real cost of an in-house archive
Don't stop at the room's rent. Add the staff hours spent searching and tidying, the cost of shelving and upkeep, and the cost of any document that is lost or damaged when you need it for a review or a case.
Then compare that with an offsite storage quote that includes your expected yearly retrievals. Send us your box count and average monthly requests, and we'll prepare the comparison with your own numbers.
Request a comparison with your numbers