Document Storage Services

Get a FREE Quote!

Back

Improve Your Security and Efficiency with Document Storage Services

Record Nations offers secure solutions to keep your business records safe and organized. Document storage services protect your paper and data from damage, theft, and loss while improving their organization and accessibility. This combination allows you to free up office space and streamline your daily workflow. 

We offer physical and digital delivery services, environmental disaster protection, and advanced physical and data security to protect your documents. Whether off-site or in the cloud, your records will be protected and accessible at a moment’s notice. 

In addition to these benefits, off-site or cloud document storage can save you money in the medium and long term. Documents will be more accessible, saving your business wasted time trying to locate them, and the extra office space can be converted into spaces like meeting rooms or offices that enable your employees to be more productive with their time.

Which Service is Right For You?

Use our FREE Records Wizard to find the right document scanning or records storage service for your project.

Why Choose Record Nations

Fast Turnaround

Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.

Nationwide Coverage

We have partners all over the United States and Canada.

Partnered with the Best

We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

How Much Do Document Storage Services Cost?

Off-site document storage pricing depends on a variety of factors such as volume, size, additional security or delivery features, the service provider, location and more. However, our partners’ document storage usually costs between 50-95 cents per box, per month. You can learn more on how to estimate your document volume here. Off-site storage can be more affordable than storing in-office. Storage facilities protect your files from natural disasters, theft, and prying eyes while keeping them available to you.

The quote on a storage project is determined by:

  • Volume
  • Size
  • Additional Security or Delivery Features
  • Your Service Provider
  • Location

 

A Brief Overview of our Document Storage Services

The Document Storage Service Process

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 scanned, 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.

The Benefits of Record Nations' Document Storage Services

Security

Record Nations and our partners understand the importance of data security in today’s business world. Our document storage solutions follow the highest security guidelines to ensure that they’re protected from any theft or environmental damage.

Accessibility

With numerous accessibility options, from delivery to 24/7 company access to digital delivery, Record Nations ensures that you will have access to your documents and data whenever and wherever you need them.

Convenience

Our off-site storage services provide a seamless document management solution, including a closed-loop document lifecycle and retention program. Plus, our service providers offer the added convenience of secure destruction services on-site for end-of-life documents.

Organization

Moving your documents out of your workspace will enhance overall organization and significantly reduce the time it takes to locate vital information. Organize your documents based on their type, date, or other relevant critia so they’re easy to locate when you need them from your provider.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

See What Our Customers Are Saying

Jan
Spokane, WA
"Was very helpful and kind as well as professional. Responded quickly to my request."
Robert
New York, NY
"Sharleen at Record Nations was quick, responsive, clear, and friendly. So great to have this kind of service!"
George
Boston, MA
"Really helpful in getting me connected to a local document management company. Much appreciated."

Document Storage Services FAQs

How do document storage services work?

Open

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.

How secure are your off-site facilities?

Open

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.

What is the process for document retrieval?

Open

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.

What level of accessibility is provided?

Open

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

How much does document storage cost?

Open

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.

How is document destruction handled?

Open

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.

Can the service provider assist with document digitization?

Open

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.

How secure are cloud storage and document management services?

Open
With top-of-the-line encryption and accessibility protocols, any cloud service or DMS software through Record Nations provides a secure digital solution for your data. 

What types of documents can I store with your services?

Open

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.

How do I prepare my documents for off-site storage?

Open
  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.

Documents You Should Keep in Storage

Our partners can store any type of document, but here are the most common:

  1. General
    • Invoices
    • Receipts
    • Contracts
    • Correspondence
    • Reports
    • Intellectual Property Documents
    • Disaster Recovery Plans
  2. Healthcare
    • Patient Records
    • Insurance and Billing Records
    • Legal and Compliance Documents
    • Clinical Research Data
    • Employee Records
    • Healthcare Policies and Procedures
    • Infection Control Plans
  3. Legal
    • Contracts
    • Leases
    • Deeds
    • Patents
    • Trademarks
  4. Finance
    • Tax Returns
    • Invoices
    • Receipts
    • Financial Statements
    • Payroll Records
    • Banking Information
  5. Real Estate
    • Property Deeds and Titles
    • Lease Agreements and Rental Contracts
    • Purchase Agreements and Sales Contracts
    • Property Management Records
    • Zoning and Permit Documents
    • Client and Customer Files
  6. Education
    • Student Records
    • Employee Records
    • Curriculum and Instructional Materials
    • Facility and Maintenance Records
    • Student and Staff Surveys and Evaluations
  7. Government
    • Legal and Legislative Documents
    • Administrative Records
    • Property and Land Records
    • Public Records and Archives
    • Law Enforcement Records
    • Emergency Management Documents
    • Health and Social Services Records
  8. Nonprofit
    • Legal and Governance Documents
    • Donor and Membership Records
    • Program and Project Documents
    • Grant and Funding Applications
  9. Construction
    • Project Plans and Specifications
    • Contracts and Agreements
    • Permits and Regulatory Approvals
    • Safety and Quality Assurance Documents
    • Project Correspondence and Communications
    • Submittals and Shop Drawings
    • As-Built Drawings and Record Drawings
  10. Hospitality
    • Guest Records
    • Employee Records
    • Contracts and Agreements
    • Food Safety and Health Records
    • Property and Equipment Maintenance Records 
  11. Manufacturing
    • Product Specifications and Designs
    • Quality Assurance and Control Documents
    • Inventory and Supply Chain Records
    • Equipment Manuals and Maintenance Records
    • Safety Data Sheets and Hazardous Materials Documentation
    • Environmental Compliance Documents
    • Employee Training and Certification Records
  12. Technology
    • Product Development Documents
    • Data Privacy and Security Documents
    • Quality Assurance and Testing Documents
    • Contracts and Agreements
    • Customer Support and Service Documents
  13. Retail
    • Inventory Records
    • Sales and Transaction Records
    • Customer Information and Loyalty Programs
    • Vendor and Supplier Contracts
    • Store Operations Documents
    • Lease and Rental Agreements
  14. Agriculture
    • Land Ownership and Property Documents
    • Crop Management Records
    • Livestock Records
    • Equipment and Machinery Manuals
    • Food Safety and Quality Assurance Documents
  15. Transportation
    • Vehicle Maintenance and Inspection Records
    • Safety and Accident Reports
    • Cargo and Freight Documents
    • Route and Schedule Documents
    • Customer Service and Complaint Records
    • Insurance and Risk Management Documents
  16. Automotive
    • Vehicle Production Documents
    • Quality Assurance and Testing Records
    • Vehicle Registration and Title Documents
    • Sales and Service Records
    • Parts and Components Documentation
    • Safety and Recall Records
  17. Energy
    • Exploration and Production Records
    • Pipeline and Transmission Documents
    • Environmental Impact Assessments
    • Safety and Incident Reports
    • Renewable Energy Certificates (RECs)
    • Energy Trading and Market Data
    • Utility and Customer Service Records

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.