Secure Storage

Secure, Compliant Records Storage with Fast, On-Demand Access

Secure document storage allows organizations to safely store, track, and retrieve physical records while maintaining compliance, reducing risk, and freeing up internal resources.

Storing paper and microfiche records on-site can quickly consume valuable space and introduce risk. Sensitive information becomes harder to control, and physical records are more vulnerable to loss or damage from events like fire or flooding.

What Does Modern Records

Storage Look Like?

✕

Before

✓

After

✕

File rooms consuming valuable office space

✓

Protected, purpose-built off-site storage facilities

✕

Limited visibility into what records exist or where they are

✓

Full chain-of-custody tracking from intake through retrieval

✕

Slow, manual document retrieval — sometimes taking days

✓

Digital delivery on demand, often same business day

✕

High risk of loss or damage from fire, flooding, or misfiling

✓

Secure, climate-controlled environment with business continuity built in

Who We Help

For CFOs

Reduce costs tied to office space consumed by physical records
Eliminate overhead from managing and staffing internal file rooms
Improve operational efficiency with a scalable, cost-predictable storage solution

For Compliance & Legal Teams

Maintain chain-of-custody tracking on every document from intake through retrieval
Ensure audit-ready records that meet HIPAA, financial, and legal retention requirements
Enforce disposal timelines automatically — no manual tracking required

For Operations Leaders

Eliminate time spent searching for and retrieving physical documents
Enable same-business-day document access without maintaining on-site files
Free staff from filing, organizing, and managing physical records

For IT Leaders

Reduce burden on internal systems by moving physical records off-site
Integrate secure storage with existing digital workflows and document management platforms
Support hybrid environments where physical and digital records coexist

For CFOs

Reduce costs tied to office space consumed by physical records
Eliminate overhead from managing and staffing internal file rooms
Improve operational efficiency with a scalable, cost-predictable storage solution

For Compliance & Legal Teams

Maintain chain-of-custody tracking on every document from intake through retrieval
Ensure audit-ready records that meet HIPAA, financial, and legal retention requirements
Enforce disposal timelines automatically — no manual tracking required

For Operations Leaders

Eliminate time spent searching for and retrieving physical documents
Enable same-business-day document access without maintaining on-site files
Free staff from filing, organizing, and managing physical records

For IT Leaders

Reduce burden on internal systems by moving physical records off-site
Integrate secure storage with existing digital workflows and document management platforms
Support hybrid environments where physical and digital records coexist

Why Secured Storage with Imaging Office Systems?

How do you securely store physical records?

Off-site secure storage removes physical records from your environment and places them in a purpose-built, climate-controlled facility with restricted access, security monitoring, and full chain-of-custody tracking from intake through retrieval.

→Purpose-built, climate-controlled storage facilities
→Restricted access with security monitoring
→Full chain-of-custody tracking on every document
→Protection from fire, flooding, and environmental damage

How do you access documents stored off-site?

Records are retrieved and delivered digitally on demand — scanned and returned electronically so your team gets what they need without waiting for physical transport.

→Digital delivery on demand — same business day
→Documents scanned and returned electronically
→No disruption to daily operations during retrieval
→Full retrieval history and audit trail maintained

How does secure storage support compliance?

Off-site storage helps organizations meet recordkeeping requirements across healthcare, legal, and financial services — with the documentation and controls needed to satisfy audits at any time.

→Supports HIPAA, SOC 2, and industry-specific retention requirements
→Automated disposal timelines enforced — no manual tracking required
→Audit-ready documentation maintained throughout the record lifecycle
→Chain-of-custody records available on demand

What is Scan-to-Zero and how does it work?

Scan-to-Zero is a phased digitization program that allows organizations to eliminate physical records over time — without disrupting operations. Records are securely stored while being systematically converted into searchable digital content on a schedule that fits your business. The end result is a fully digital record set with zero physical storage overhead.

Featured Case Studies

Lockton

Problem: Limited visibility into stored paper documents and slow retrieval processes across one of the world’s largest privately held insurance brokerages.

Solution: Secure off-site storage with digital retrieval — documents retrieved, scanned, and delivered digitally on demand.

Result: Faster document retrieval, improved storage visibility, and automated disposal timeline management.

Read the full case study

Sterling Boiler

Problem: High volumes of paper generated by accounts payable workflows were creating inefficient filing, storage, and retrieval processes.

Solution: A customized document integration solution combining secure storage with AP workflow digitization — reducing paper at the source.

Result: Streamlined AP workflows, significantly reduced paper volume, and lower storage overhead.

Read the full case study

Featured Resources

Reducing Paper: The Ultimate Guide:
Everything you need to know about getting rid of paper. Download now!

get the guide

The Ultimate Guide to Business Process Reengineering:
Automate your workflows to enhance productivity, reduce errors, and get more done! Download now!