How Much Does Offsite Document Storage Cost?
When it comes to offsite document storage, businesses want security, accessibility, and affordability - but pricing can vary depending on several factors. At MDSS, we believe in transparent, tailored storage solutions that match your business needs without unnecessary costs.
Rather than offering a one-size-fits-all price, we work with you to optimise your document storage, ensuring you only pay for what you need, when you need it. Whether you’re storing a handful of boxes or managing an archive of historical records, our cost-effective approach helps businesses reduce expenses and improve efficiency.
What Factors Affect the Cost of Offsite Document Storage?
Storage Efficiency & Organisation
How your documents are structured, indexed, and stored can influence costs. Properly organised files with clear labelling, categorisation, and retention schedules reduce handling time and make retrieval more efficient. Businesses that regularly audit their stored documents and eliminate unnecessary records can optimise storage space and reduce long-term costs.
Cost-saving tip: Regularly audit and organise your stored documents by implementing clear indexing and retention schedules. Removing outdated or duplicate records and ensuring efficient categorisation reduces storage space requirements and minimises retrieval costs, making long-term storage more cost-effective.
How Frequently You Need to Access Your Documents
Do you require regular access, or are these files for long-term retention?
Frequent retrievals may add to the cost, while long-term storage without retrievals is more budget-friendly.
Cost-saving tip: Our Scan-On-Demand service allows you to digitally retrieve records when needed, reducing retrieval fees.
Security & Compliance Requirements
Sensitive documents, such as legal, financial, or healthcare records, require higher security measures to comply with GDPR and industry regulations.
Storage costs may vary depending on the level of security and compliance measures required, such as GDPR adherence, restricted access controls, and disaster recovery options.
Cost-saving tip: Storing documents in a compliant, secure facility like MDSS protects your business from potential regulatory fines and data breaches, ultimately saving money in the long run.
Storage Duration & Retention Management
Some documents must be kept for years due to legal requirements, while others have shorter retention periods.
Businesses that fail to manage retention policies may accumulate unnecessary storage costs.
Cost-saving tip: Regularly audit your records and use our secure shredding services to dispose of outdated documents, keeping storage costs down.
Store Smarter, Not Just More
✔ Identify which records need to be kept and which can be digitised or securely shredded.
✔ Avoid storing duplicate records—consolidate files before moving them offsite.
✔ Implement document retention schedules to prevent unnecessary long-term storage.
Consider Digital Access Options
✔ Cloud-based document storage offers a hybrid approach—keep essential records offsite but access digital versions instantly.
Work with a Storage Provider That Offers Flexibility
✔ Avoid long-term commitments that don’t reflect your actual business needs.
✔ Choose a provider that offers scalable storage, so you can adjust your space as your archive grows or shrinks.
Many businesses overpay for document storage simply because they don’t have a strategy for managing their records. Here’s how you can store your documents cost-effectively while ensuring security and accessibility.
How to Avoid Large Costs When Storing Documents Offsite
At MDSS, we tailor storage plans to fit your exact needs, ensuring you never pay for more than what you actually use.
Cost-Efficiency
While it may seem cost-effective to rent a self-storage unit, the expenses associated with document retrieval, security, and organisation can add up. Our bespoke Document Storage Facility in Cardiff will offer more cost-efficient solutions tailored to your needs Whilst minimising disruption to your company and staff.
Enhanced Security
We’re proud to have advanced security measures in place, such as: Access Control, CCTV, individually locked units, on-site security including dog handlers, vehicle barrier control measures and full perimeter fencing at our Documewnt Storage facility in Cardiff. This ensures the safety and confidentiality of your documents at all times.
Specialist Expertise
MDSS are professionals in Document Management solutions. All staff members are specifically trained to handle our client’s data with the utmost professionalism and care. All clients can expect a highly personable service that sets us apart from the competition. Many staff members have been employed in the business for well over 10 years, which demonstrates the vast levels of experience and trusting relationships we have built over the years. Your confidential data will be in the safest of hands.
Space Optimisation
Our facilities in Cardiff are designed for optimal Document Storage, maximising space utilisation. With their sleek design and efficient layout, you can keep all your important documents neatly organised and easily accessible, making them an ideal choice for those who value both style and functionality.
Why Businesses Choose MDSS for Secure Offsite Document Storage in Cardiff
At MDSS, we provide businesses with a smarter approach to document storage. Our secure facility ensures that your records are protected, compliant with industry regulations, and accessible when needed—without breaking your budget.
Tailored Storage Solutions
Whether you need short-term, long-term, or archival storage, our flexible plans ensure you only pay for what you need, when you need it, helping you manage costs effectively.
Effortless Document Retrieval
Our Scan-On-Demand service provides fast digital access, reducing the need for physical transport while ensuring secure, same-day document retrieval (subject to time of request).
Trusted by Businesses & Local Authorities
From legal firms and financial institutions to healthcare providers and government agencies, we serve a diverse range of industries, providing scalable, secure, and efficient document storage solutions tailored to their needs.
No Hidden Fees & Flexible Pricing
Our transparent pricing structure ensures you only pay for what you need, with no unexpected costs. Whether you require short-term, long-term, or archival storage, our flexible plans help you manage costs efficiently.
