Assessing and Improving Upon Your Current Document Storage Situation

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Records Storage

Physical space is limited, and the need for more has a tendency to creep up on you. As a result, finding enough storage space to store your business documents and files may become an unexpected challenge. It can also lead to your information being scattered throughout multiple office areas, and some files may simply get lost. Your in-house storage options may include:

  • partially used offices
  • warehouse areas
  • self storage units
  • basements and attics

While these may seem like logical storage locations, keeping documents in these areas increases your company’s exposure to disaster, theft, non-compliance and legal liability. Assessing your current storage situation is the best way to reduce risk and manage costs.

Optimal storage facilitates better protection and management of records

With any document storage option, important factors to consider are:

  • accessibility
  • confidentiality protection
  • retention management

For example, a self storage facility may seem like a convenient option, however it does not provide barcode tracking or systems for properly organizing a records inventory. Additionally, self storage security and access control systems pale in comparison to those within a commercial records centre. Not to mention that every time you need a file from self storage, someone within your organization has to spend their time locating and retrieving files rather than working on their core responsibilities.

Organizations may implement internal solutions, such as allocating file room or warehouse space for file storage, only to find that they lack the resources or knowledge to fully manage the various retention schedules that apply to a records inventory. This can lead to non-compliance and/or legal issues and also increase the risk of confidential information being compromised. If sensitive information is not properly monitored or destroyed in a timely manner, your company is at increased risk.

Cost-saving measures

Storage costs often get out of hand when proper solutions aren’t fully realized and implemented. A records inventory usually includes:

  • active documents
  • expired documents
  • archival hard copy files

As such, before boxing up your entire inventory, all documents should be properly organized, labeled and indexed.

Documents at the end of their retention lifecycle should be securely destroyed so nothing is physically stored unless absolutely necessary. Files that need to be accessed in daily business processes should be scanned and stored digitally rather than physically for easier sharing and better access control. The long-term retention and archival documents that remain can then be transferred off-site to a secure, climate-controlled storage facility equipped with the following features to ensure the safety and security of your business information:

  • 24/7/365 security surveillance
  • fire prevention and detection systems
  • professional retrieval and delivery
  • screened and insured personnel

Docu-Dépôt provides records storage and information management solutions to businesses throughout Montréal and Québec. To learn more, please contact us by phone or complete the form on this page.

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