Secure Offsite Document Storage

Protect, manage, and retrieve your business records in a secure offsite storage facility, with online access to your full inventory whenever you need it.

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Home » Products & Services » Records Storage Solutions (Vital Records) » Offsite Storage

overview

Off Site Document Storage in a Secure, Compliant Facility

Business document storage shouldn’t mean losing track of what you own. Vital Records Control stores your records in access-controlled facilities with barcoded inventory tracking, so every box is accounted for, searchable online, and retrievable — often the same day.

End-to-End Storage Solutions

We provide complete information management services, including physical document storage, electronic records storage, online document storage, paper shredding, and records management software.

National Reach, Local Service

With over 116 secure records centers across the U.S., we have a location close to you. Our local account managers are dedicated to providing personalized service and walk you through the records management and storage process.

Electronic Records and Media Storage

For your information not stored on paper documents, we offer offsite storage services for data, media, and tapes in climate-controlled vaults.

State-of-the-Art Facilities

As one of the best physical document storage companies, we ensure our offsite records storage facilities are SSAE-18 validated and meet NARA and PRISM Privacy+ compliance requirements.

Manage Your Offsite Storage From One Portal

  • Order physical or digital document retrievals
  • Convert documents through our digitization services
  • Request shredding services
  • Full visibility into your stored inventory
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Solutions

Secure Document Storage, Simplified

Managing physical records doesn’t have to be complex or risky. Our end-to-end records management services give you complete control over your information—from secure storage and fast retrieval to digitization and compliant destruction. With advanced tracking, strict access controls, and on-demand services, your records stay protected, accessible, and fully compliant at every stage of their lifecycle.

What You Gain by Storing Records Offsite

Reduce Costs

Eliminating unnecessary file boxes helps reduce clutter and allows you to consolidate records over time, making storage more efficient and easier to access. By storing records offsite, you can also reclaim valuable office space and reallocate it for more productive uses.

Barcoded Inventory Control

Our system uses RFID identification to make files easy to track throughout their entire lifecycle. Each record is also assigned a permanent storage location in our warehouse, ensuring nothing gets misplaced or lost.

Local Storage Benefits

Our on-demand services are powered by an online records management portal that enables quick deliveries and easy access to additional services. For added flexibility, our records centers offer secure onsite viewing rooms, along with same-day deliveries and next-day retrieval options.

Rigorous Security Measures

Consistent Chain of Custody

VRC uses a private fleet of secure vehicles for every record pickup, retrieval, and delivery. All movements are tracked in real time using GPS technology, ensuring full visibility and security throughout the process.

Authorized Access

Access to your records is limited to approved individuals through strict ID verification. Our facilities also enforce controlled entry procedures, requiring visitors to present a government-issued ID, sign a confidentiality agreement, and remain escorted by a staff member at all times.

Regulatory Compliance

Our security measures are designed to protect the confidentiality and integrity of your information assets while helping ensure your documents meet federal and state requirements, including HIPAA, FACTA, SOX, and more.

Testimonials

What Our Clients Say

At VRC, we make it a point to provide superlative customer service and support. So of course, we’re always happy to share the customer experiences that let us know we’re on the right track.

5 out of 5 stars

When I started my law practice, one of my first decisions was to use VRC as my records management company to store old files that wouldn’t fit in my office. I have been a client for nearly 25 years and have thousands of files in storage with them. We find them to be very service-oriented and reliable.

Anonymous

National Law Firm

5 out of 5 stars

With well over 100,000 boxes of vital records storage across 11 cities on the east coast, our relationship with our records management vendor is significant. This is by far the best company in the market that I have dealt with.

Anonymous

Law Firm

HOW IT WORKS

How Offsite Document Storage Works, Step by Step

Pack

Pack your records into barcode-labeled boxes for accurate tracking from day one.

Store

We pick up, scan, and securely store your boxes in our facility, where each is logged and assigned a permanent location.

Manage

Access your online inventory to schedule retrievals, manage retention schedules, and request services anytime.

Retrieve

When you need a file, we deliver your physical box or document directly to you.

Digitize

Use scan-on-demand services to receive records digitally, without waiting for physical delivery.

Destroy

Outdated records are securely shredded according to your retention requirements and compliance standards.

FAQs

Offsite Document Storage FAQs

Unsure if our document storage is right for your organization? Start with some of our frequently asked questions to see if we have the right file management service to fit your needs.

Offsite document storage moves inactive paper records out of your office and into a dedicated records center, where every box is barcoded, assigned a permanent location, and tracked through its entire lifecycle. You keep full access to the records — you just stop paying office rent to house them.

You’ll also see it called off site records storage or business document storage. They all describe the same service.

Storage is priced per box per month, with separate charges for pickup, retrieval, and delivery based on your volume and location. Most organizations find it costs less than the office square footage those boxes were occupying.

Contact your nearest location for local pricing and we’ll quote against your actual inventory rather than a flat rate.

A self-storage unit gives you a locked room and nothing else — no inventory, no chain of custody, no compliance documentation, and no practical way to find one file among four hundred boxes.

A records center barcodes every box, limits access to individuals you authorize, documents every movement, and retrieves individual files on request. For records governed by HIPAA, FACTA, or SOX, a self-storage unit generally will not satisfy your obligations.

Most retrievals are available for next-day delivery, with same-day delivery in many markets. If you need the content rather than the physical file, scan on demand delivers it digitally the same business day. Secure onsite viewing rooms are available at our records centers if you’d rather review files in person.

Paper files and boxes, plus backup tapes, microfilm and microfiche, X-rays, and other media with stricter environmental requirements. Specialized storage, tape vaulting, and underground storage are available when climate control or added physical protection is required.

Our end-to-end document security protocols begin with each pickup. We use a private fleet of secure vehicles for every record retrieval and delivery. Our vehicles are radio dispatched, driven by vetted employees, and include automatic locks and GPS tracking.

All records storage facility visitors must provide a government-issued ID, sign a confidentiality agreement, and be escorted by a staff member while inside. And, we have rigorous access controls in place, including only one entrance to each facility.

Every organization has a responsibility to protect the confidentiality, integrity, and accessibility of its information assets. We ensure your confidential documents are stored safely in compliance with federal and state regulations, including HIPAA, FACTA, and SOX.

You don’t have to move them twice. When records reach the end of their retention schedule, we destroy them under NAID AAA-certified processes and issue a Certificate of Destruction. Retention schedules are managed in the same portal you use to request retrievals.

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