Managed Document Storage: Safer, Cheaper and More Efficient for your Business

Posted on Nov 25 2011 - 11:20am by Peter Millikin

Many companies still use self-access storage because they are convinced that it is cheaper and quicker than using managed storage. But in reality, managed storage – the process of outsourcing your document storage to a dedicated company – can save you time, money and even stress!


In many ways, managed storage is more secure than any self-access solution. Managed storage is accessible only to security-cleared employees of the storage company, in contrast to self-access where space is often shared with other companies and their employees. This means you can rest assured that everyone who has access to your records is security checked, and you don’t have to worry about and health safety issues for your staff entering storage facilities.

Managed storage also features more advanced security measures than the vast majority of on-site solutions, including super-sensitive early warning smoke detectors and 24 hour CCTV surveillance. This represents a much greater level of protection for your documents than standard self-access storage facilities, which often have basic sprinkler systems in place, which can be just as hazardous to your records as any fire!


In terms of costs, managed storage providers are generally able to charge only for the actual space that your documents are taking up. This is a really important distinction, as self-access storage usually involves paying for a set amount of space regardless of whether or not you are filling it. This can mean a saving of around 25% when you use managed storage instead of self-access. Together with the time (and therefore money) you save by not sending your own employees to retrieve documents. This can produce some significant savings.


Managed storage can also increase efficiency by providing you with access to your records 24 hours a day, 7 days a week. Highly trained staff can access, pickup and deliver your documents quickly and safely. This means that you don’t have to interrupt your employees’ regular work in order to send them to retrieve documents in self-access storage. It also eliminates the risk of employees accidentally misfiling documents and being unable to locate them in future.

Many managed storage providers also offer real-time online access to documents, and some can offer access to your documents as quickly as two hours after receiving your request, so it can often be quicker than sending employees to an off-site self-access facility.

All these factors combine to make managed document storage a sensible, efficient and cost-effective solution for businesses of all sizes.

With thanks to PHS records management for the article. Why not ask them for a quote? You might find they can offer your business a more efficient managed document storage solution!

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Read about the Author

Peter has received many accreditation's including many from the Times Online. As founder of You Could Save (2005) and What Stationers (2007) Peter regularly helps consumers and national organisation ‘save money’. He believes that the only successful way to bring people together online is to provide an open marketplace where people can all work together in a friendly, unbiased environment.

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