What begins as a quick fix can often turn into a long-term liability. Many businesses start using self-storage to handle overflow filing cabinets or stacks of banker boxes, thinking it’s a simple and affordable solution. It feels convenient at first—just rent a unit, drop off the records, and forget about them until they’re needed again.
But time passes, and those records pile up. The keyholder changes hands. No one remembers exactly what’s in there or when anything can be destroyed. One day, a file is needed urgently, and someone has to stop what they’re doing, drive to the unit, and sift through a sea of cardboard. Meanwhile, the risks mount quietly: poor climate control, unclear access, zero oversight.
It’s a scenario that plays out across industries every day. And while it may not make headlines, the consequences can be serious. Keeping confidential business records in a self-storage unit poses serious risks to productivity, privacy, and regulatory compliance. With so many uncontrollable variables, businesses may be exposing sensitive data and operations to unnecessary threats. Here we’ve outlined five compelling reasons to transition records out of self-storage and into a secure commercial records center:
Self-storage units offer little control over neighboring tenants or what they store. It’s not uncommon for units to contain hazardous materials—or worse, attract criminals seeking to steal valuables or obtain information. These facilities can be targeted in large-scale thefts, such as the case in Bellevue, Washington, where thieves broke into 63 storage units across three locations.
Commercial records centers are specifically designed to prevent such risks. These facilities are restricted to document storage only, with hazardous and combustible materials strictly prohibited. Security is a top priority, with only background-checked professionals granted access. Facilities often feature a three-point security system, person-trap entry, and continuous internal and external surveillance.
Self-storage units generally lack sufficient protection against fire, flooding, and severe weather. Their construction often allows moisture to seep in, increasing the risk of mold and damage to paper records.
By contrast, commercial records centers are built to rigorous fire and building codes. Facilities are structurally reinforced and equipped with advanced fire suppression systems, including in-rack sprinklers for comprehensive coverage. Media vaults often use dry suppression systems, which eliminate the risk of water damage by reducing oxygen levels instead of releasing liquid agents.
Some records centers are located underground or designed with additional layers of environmental protection to further safeguard documents from natural disasters like earthquakes and hurricanes.
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Managing retention schedules and ensuring timely destruction of expired records is a complex, high-stakes responsibility. In self-storage, this responsibility falls entirely on the organization, often leading to compliance gaps.
A commercial records management provider offers a complete retention solution. Documents are tracked using barcode systems and managed through online platforms that allow users to monitor inventory, set retention rules, and automate disposition timelines. Notifications prompt timely destruction, reducing risk and maintaining compliance with industry regulations.
Although offsite storage is typically more cost-effective than onsite storage, self-storage facilities are an exception. Businesses often pay for more space than they use, resulting in wasted expense.
Commercial records centers charge based on the volume of boxes stored, not the square footage reserved. These high-bay storage facilities are optimized for density, ensuring efficient use of space and better value for every dollar spent.
Self-storage may seem convenient, but retrieving a file often requires halting work, traveling to the unit, and physically searching through boxes. This not only wastes time but also introduces safety and liability risks, including lifting injuries or accidents during travel.
A professional records center eliminates these issues by offering digital retrieval systems and delivery services. Files can be requested online and delivered in hard copy or scanned and sent electronically, saving time and improving operational efficiency.
Transitioning from self-storage to professional records management is straightforward. Providers like Access handle the transfer process, picking up boxes directly from the storage facility and onboarding them into secure records centers with full support throughout the transition. For more information or to start a transfer, please contact us.
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