Bringing Order to Offsite Storage Through a Smooth, Multi-Site Transition

The Challenge 

Before partnering with Access, the firm relied on one primary offsite storage vendor along with several smaller vendors supporting localized accounts. Over time, complaints from local offices about poor service became increasingly common, and efforts to resolve issues with the primary vendor saw little to no improvement. 

Billing also became a significant pain point. Multiple contracts across vendors led to inconsistent service rates and a confusing, disjointed invoicing process. With fragmented inventory data spread across different accounts, gaining accurate insight into total storage holdings was nearly impossible. The firm needed to consolidate storage, streamline billing, and regain control over its offsite inventory. 

The Solution  

The transition began with Access doing what many vendors overlook—listening. From the start, Access demonstrated a deep understanding of the legal offsite storage process and aligned closely with the firm’s vision for a responsive, service-first relationship. 

“We were impressed early on by not only the depth of knowledge the Access team had regarding the legal offsite process, but also the solutions they were proposing. It was obvious from the very beginning that the values and service-related philosophy at Access were exactly what we were looking for in an offsite storage vendor.”  Patrick Benedict, Director of Records Management Services 

On the billing side, Access delivered a tailored invoicing system that offered clarity and consistency across all local offices. Therefore, Perkins Coie could better account for what was being billed for each local office. 

The firm transitioned approximately 152,000 boxes across seven locations, with most moves completed in a few months. The largest site, in Seattle, was successfully transitioned over the course of a year. Throughout, Access managed vendor coordination, tracked in-transit inventory, and provided consistent progress updates. 

“I could not speak more highly of the transfer team that was put in place from Access. Their ability to organize multiple moves simultaneously, coordinate with our prior vendors, locate inventory “in transit” when necessary and report on progress was more than impressive.” Patrick Benedict, Director of Records Management Services  

The Results  

With the transition complete, the firm gained full visibility and control over its offsite inventory—something that was impossible under the fragmented, multi-vendor model. By consolidating storage and standardizing service with Access, they eliminated recurring complaints from local offices and significantly improved the experience across all locations.  

Billing, once a major pain point, is now streamlined and transparent. The firm can easily track usage by location, thanks to simplified, consistent invoicing that clearly outlines activity across all offices.  

Most importantly, what once seemed like an overwhelming and risky transition turned out to be smooth and manageable, thanks to Access’s dedicated project team and organized approach. 

The success of this move not only resolved long-standing operational frustrations but also established a trusted partnership that the firm is eager to expand in the future.  

Now that the dust has settled, Patrick has some advice for firms battling similar challenges: 

“The prospect of moving large quantities of inventory can seem extremely daunting when first considered. The “what ifs” prevented us from making a change for many years. My advice to firms considering a change is simply do it. The Access team is top notch and will walk you through the process, regardless of how complex the project may seem. I’m extremely satisfied with the move to Access and only wish we would have done it sooner.” 

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