When a business relocates or renovates its office, there’s usually one overlooked factor that quickly becomes a logistical nightmare: what to do with all those paper files. Filing cabinets, archive rooms, banker’s boxes—these physical records take up a surprising amount of space. And during a move or remodel, they can become obstacles, fire hazards, or worse, lost in the shuffle.
That’s where offsite document storage becomes an elegant, cost-effective solution. By temporarily (or permanently) relocating your inactive files to a secure storage facility, you free up physical space while maintaining fast, controlled access to your information.
In this post, we’ll explore:
- Why physical files become a liability during a move or remodel
- The benefits of using offsite document storage as a solution
- How the process works
- What to look for in a storage partner
- And when it might make sense to go digital
The Hidden Challenge of Paper Records During a Move
Let’s say you’re downsizing, consolidating departments, or updating your office layout. You’ve hired movers, contractors, or a design team, but what’s the plan for all those records you’re required to retain?
Most industries require you to retain documents for 7 to 10 years (sometimes longer, depending on legal or regulatory factors like HIPAA or FINRA). That means you can’t just shred or toss them. And moving them from Point A to Point B isn’t always ideal either, especially if:
- You’re temporarily moving to a smaller space during renovations
- You need to reduce office clutter to create a more modern layout
- You want to avoid paying for storage space you don’t need long-term
- You’re concerned about document security and chain of custody
That’s where offsite storage becomes more than just a backup plan, it’s a strategic asset.
Benefits of Offsite Document Storage During Office Changes
1. Free Up Valuable Square Footage
By moving boxes and cabinets offsite, you reclaim office real estate that could be better used for collaborative workspaces, private offices, or even just breathing room.
2. Protect Documents from Construction-Related Risks
During a renovation, documents are at risk of dust, damage, theft, or misplacement. A professional storage facility offers a clean, climate-controlled, and secure environment designed for long-term preservation.
3. Stay Organized Without Sacrificing Access
Need access to a file mid-move? No problem. Professional storage providers offer barcode indexing and fast retrieval services, either digitally or by courier. You don’t lose access, you gain structure.
4. Improve Compliance and Reduce Risk
Secure offsite storage facilities are built to handle confidential or regulated information, with safeguards like surveillance, fire protection, controlled access, and full audit trails. This helps reduce your risk of noncompliance with laws like HIPAA, FACTA, and others.
How Offsite Document Storage Works
The process is straightforward, especially when working with an experienced records management partner:
- Assessment & Inventory
You’ll review what documents need to be stored, for how long, and how often you might need access. - Boxing & Pickup
Your provider can supply barcoded boxes or pack materials for you. From there, they’ll pick up your files and transport them securely to the facility. - Indexing & Storage
Each box is logged into a records management system with metadata so it’s searchable and trackable. - On-Demand Retrieval
Need a file? Request it online and have it delivered digitally or physically. Some providers offer same-day service. - Scheduled Retention & Shredding
Once a document reaches the end of its retention period, you can schedule secure shredding with full documentation of destruction.
When and Why to Shred Business Documents: A Simple Retention Guide →
What to Look for in a Storage Partner
Not all document storage providers are created equal. Look for:
- Climate-controlled, access-controlled facilities
- HIPAA, SOC 2, or other relevant compliance certifications
- Barcode tracking and digital file indexing
- Fast file retrieval options
- Retention management and destruction services
- Transparent pricing with no hidden fees
Consider Digitizing While You Store
If you’re moving anyway, it may be the perfect time to digitize your most frequently accessed files. Hybrid solutions let you store physical records securely offsite while digitizing high-use documents for instant access.
Combining document scanning with storage is a smart way to gradually shift to a paper-light or paperless workflow—without disrupting operations.
Thinking about scanning your documents? Here’s how to start →
An office relocation or renovation is the perfect time to rethink your relationship with paper. Offsite document storage is more than a stopgap, it’s a strategic tool to improve efficiency, reduce risk, and support growth.
If your office is bursting at the seams or undergoing big changes, now is the time to explore a smarter approach to records management.
Contact us today for help finding the right document storage solution for your office →
