Document Storage Services

1. You pack your documents into boxes, sorting them by department, purpose, and retention periods.

2. Contact Record Nations at (866) 385-3706 or fill out the form. We will connect you with multiple providers in your area to get you free quotes on your project.

3. Choose the provider that best meets your budget. They will come to your location to pick your documents up and transport them to a secure, off-site facility.

4. At the facility, the documents will be indexed and stored based on your guidelines. If you choose to have digital access, they will also be scanned and uploaded to a document management system.

5. New documents can be incorporated as needed, and documents past their retention period are destroyed.

Our service provider’s off-site facilities come equipped with 24/7 monitoring and guarded perimeters as well as fire-suppressant systems and climate controls to protect from environmental disasters. In addition, all of our service providers comply with all state and federal privacy regulations.

Our service providers can provide 24/7 access and retrieval for stored files. Most files can be returned within the same or the next business day, but most providers will also offer emergency retrieval services.

Inquire with your service provider about any remote access, online portals, or other means of accessing your stored documents.

Typically, document storage services costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

When your documents are past their retention date or if you no longer need them, the storage facility has its secure shredder and will shred your documents themselves. Or, they partner with a secure shredding service to destroy your documents.

Confirm with your service provider that they provide document scanning services. If not, we can connect you with another service provider who can help you with scanning.

Our storage providers can store and/or scan and store any type of document including paper documents, current digital files, oversized documents, medical records, legal records, and more.

1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any documents that are no longer needed or relevant. Dispose of outdated records following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific documents when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track the documents.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.