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Offsite Document Storage

We offer secure document storage for your company’s important paper documents and electronic records.

Protect, manage, and access physical documents and electronic records in a secure storage facility.

Document Storage

If you’re storing documents onsite in filing cabinets, your company’s confidential information may be at risk from natural disasters or being accessed by the wrong people. And, storing paper documents and electronic files on-site is time-consuming and requires office space that you may not have.

Secure document storage in one of Vital Records Control’s offsite records storage facilities keeps your business records, digital files, and data safe with access to your files whenever you need them.

For more than 30 years, our document storage solutions have helped protect critical documents generated by Fortune 500 companies and small businesses across the country.

Integrated Document Storage Solutions

VRC’s online document storage solution integrates scanning services and cloud storage. After your hard copies are scanned and indexed, your digital formats are uploaded to your existing document management software or our cloud-based file system for secure file sharing and collaboration. With a digital storage system, you can access file folders wherever and whenever you need them.

For our record storage clients, you can quickly request on-demand scanning and shredding services through our records management software for a complete document management solution.

Document Storage Near Me

With over 100+ offsite facilities across the U.S., Vital Records Control is one of the most trusted document storage companies equipped to handle all of your access, storage, and archiving needs. Our storage and retrieval service include on-demand pickups and deliveries. We offer:

  • Same-day deliveries
  • Next day retrievals
  • Onsite viewing rooms for in-person viewing

Records Management Software

Access to your paper records and electronic document inventory is essential to running efficient business operations. Our online records management software, VitalWeb, includes metadata, tracking features, and service order requests for quick record retrievals.

With VitalWeb, you’re provided end-to-end insight on physical and digital retrievals with a detailed audit trail. You can easily order document scanning and digitization services to retrieve your documents electronically. And, for records that have reached the end of their lifecycle, you can request shredding services.

State-of-the-Art File Storage Facilities

Vital Records Control protects your inactive files that aren’t needed on a day-to-day basis, yet need to be retained for a secure archiving solution.

Our offsite document storage facilities are concrete with no prefabricated metal walls and mounted on raised three-foot foundations to prevent flood damage. Each document storage facility adheres to strict requirements for:

  • 24/7 Security monitoring
  • Advanced fire protection
  • Climate-controlled storage

Electronic Records and Media Storage

For your information not stored on paper, VRC offers offsite tape storage services for data stored on magnetic tapes, X-rays, cartridges, optical media, media, and data backups.

With Vital Records Control, critical information is stored in a specially-designed vault built for preserving and safeguarding electronic records. With our data storage and management solutions and flexible deliveries, you can gain peace of mind knowing that your information is safe and secure. And, you’ll have access to your critical data when and wherever you need it.

Benefits of VRC's Records Storage Services

On-Demand Access

Secure storage in our offsite storage units doesn't mean sacrificing accessibility. With a few clicks, you have access to your records through an online records management portal.

Reduce Costs

Our solutions help you reduce document storage costs and labor with faster records retrievals. You can eliminate unnecessary file boxes and reallocate prime office storage space.

Consistent Chain of Custody

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.

Exceptional Security

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.

Barcoded Inventory Control

Our barcoded inventory control system utilizes innovative RFID technology to identify and track your information throughout its entire lifecycle. And, your record boxes are assigned a permanent location inside our records center to ensure they don’t get lost.

Legal Regulatory Compliance

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.

The Offsite Document Storage Process

flowchart detailing the offsite document storage process

Get in touch with us.

See how we can help protect your records and documents throughout their life cycle.

Other Services We Offer

Secure Destruction

Secure shredding services for your confidential documents and data.

Health Information Management

Streamline the management and exchange of confidential health information.

Document Scanning Services

Our scanning services convert paper documents into digital images for quick and easy file shares.

Media Vaulting

Protect the data you value. Ensure business continuity with long-term data storage solutions.