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 Removing outdated or duplicate records and ensuring efficient categorisation reduces storage space requirements and minimises retrieval costs, making long-term storage more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.
MDSS Additional Services
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Do you offer a scanning service?Yes, we offer a comprehensive scanning service. This includes small format documents, to scanning archive boxes, drawings to digital capture of microfilm and microfiche if required.
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Is there a minimum quantity for your scanning services?No, we can cater from small projects to large scanning projects.
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What type of documents can you scan?Small format to large format drawings to the capture of microfilm, microfiche or aperture cards if required.
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What locations do you cover?We currently service customers in Cardiff, South Wales , Bristol, Gloucester, Swindon, Oxford, Newport and Swansea.
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How do we access documents that are stored at your facility?You can use our bespoke customer portal (MDSS-Portal.co.uk) to request retrieval and delivery of your documents. Alternatively, you can request to have a file / box available for collection please send an email to requests@themaltingsdss.co.uk quoting your account number.
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Can you advise on destruction costs?Please contact us on enquiries@themaltingsdss.co.uk to find out our latest charges for all your destruction requirements.
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What areas do you service and how frequent?Daily Service – Cardiff, Newport City, Caerphilly, and surrounding areas. Monday, Wednesday, Friday – Vale of Glamorgan, Bridgend, Swansea, and surrounding areas. Tuesday, Thursday – Bristol (Tuesday only), Cwmbran, Aberdare, Merthyr Tydfil and surrounding areas.
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How do you register the files / boxes following uplift at your facility?All files / Boxes are crossed referenced with our own bespoke inventory system and labelled with a unique QR code for referencing.
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Who do I contact to request boxes for collection?Please use our Portal, or contact one of the processing team on requests@themaltingsdss.co.uk.
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Can you store Wills and Deeds?Yes, we can assist with the storage of wills and deeds. The vast majority pf our legal clients store wills and deeds within our increased fire protected storage unit (which have a 3 foot thick concrete floors and ceilings, fire panelled walls and 5 hour fire rated doors). This unit is also temperature and humidity controlled.
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Can I see what files and boxes that are in storage at your facility?Using our customer portal will provide you with live updates of your holding with ourselves. Our Customer Service Team are available to provide you with this information should you require their assistance.
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Can I visit the facility to access and check my files / boxes?Whilst we encourage visitors to our site, we cannot allow visitors to access our units, due to our units being communal storage. We can retrieve requested boxes / files for viewing in our office should you require this.
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Can I access my documents on a same day basis?Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. (Please note that this service may carry additional charges).
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Do you offer a same day retrieval service?Whilst we do not operate a same day service as standard, our Customer Service Team are available to discuss any options should an urgent request be needed. Please contact them directly. (Please note that this service may carry additional charges).
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Do you provide a report on boxes stored at your facility?Using our customer portal will provide you with live updates of your holding with ourselves. A full inventory can be obtained from our processing team. Please email requests@themaltingsdss.co.uk.
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How do we get documents files to your storage facility?We provide a collection and delivery service. One of our team of driver archivists will attend your office to collect your documents in a safe and secure manner. Please email requests@themaltingsdss.co.uk with any service instructions.
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Are there special boxes that we need to use for our documents and files?We can supply boxes that fit onto our bespoke racking system, with the following dimensions 45cm (L) x 36cm (W) x 27cm (H). Minimum order 10. Other boxes can be used, but we ask that they stay within the measurements.
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What are your storage costs?We offer bespoke storage packages to all our customers, depending on their requirements. Contact us for more information.
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Is there a minimum storage cost?Yes there is. This equates to the same cost as storing 50 boxes (with increments only occurring once this threshold is surpassed).
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What is your cost to move from an existing supplier to yourselves?Our cost is negligible as we endeavour to bring in all transferred documents to our facility at our cost.
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How will a move from an existing supplier impact our access to documents?Our system will update the live information, and if you are using the portal, once the box / file is on the system, you are able to book it out. We process all boxes the same day they come into ourselves.
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Do you have an online portal?Yes. It is bespoken to our company and has taken over two years of development to have it up and running.
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What locations do you cover?We currently service customers in Cardiff, South Wales , Bristol and Gloucester.
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Can you let me know what Accreditations you have?MDSS carry ISO9001 Quality Management system, ISO14001 Environmental Management, ISO45001 Standard for H&S at work, ISO22301 International standard for business continuity Management, ISO Information Security Management, Safe Contractor Accreditation and Cyber Essentials Plus.
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We are on the 3rd floor of a shared building, can you collect from the 3rd floor?If you have lift access to any floor above the ground floor, then we will be able to collect any number of boxes / files. If not, we will be unable to collect the boxes as part of the Health & Safety Policies and Procedures we have adopted. We have contingencies in place to circumnavigate these issues, and are happy to discuss further, should this be the case.
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What security is in place at your facility?Full CCTV Coverage, Perimeter Fencing, Fob Access Entry System, 24-Hour on-site security, Tracked Vehicles, Individually Locked Units and all our operatives are DBS checked.
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How exposed are we to the Maltings increasing prices?Historically, we have only increased our storage charges twice in the last 20 years, as we strive to continually offer cost effective storage solutions to our customers. In 2024 we have decided to implement very small annual increases ongoing. This taking into consideration cost of inflation and increased costs.
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What is the process of terminating the contract?As per our standard terms, we would require 3 months’ notice to terminate, plus there would be a permanent removal charge of £3.50 per box. This is industry standard and covers the labour intensity of extracting the boxes from storage, readying the boxes for collection and carrying out the back office work of purging the information from our systems, audit checks, etc.
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How will we be invoiced?Currently, our invoices are raised in arrears monthly, with 30 days to pay.
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How do we make a payment?Instructions on how to pay are included in your monthly invoice.
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What are your payment terms?30 days.
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Will we be in contract with yourselves? If so, what is the duration period?All new contracts are 12 months, but we are willing to negotiate longer contracts to help plan future expenditure for your company.
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Can you provide IT destruction? What IT equipment can you destroy?Yes, we provide a complete IT destruction service. Items are as follows: Laptops, PC towers, keyboards, phone, monitors, computer mice and cables etc. We are compliant with WEEE. Waste Electrical and Electronic Equipment.
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Do I receive a certificate of destruction for sacks / documents that are shredded?Yes, all confidential shredding is supported with a certificate of destruction on completion.
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When do you destroy boxes against the indicated destruction dates? Do you dispose of documents automatically or do you notify the client?We do not automatically destroy any boxes. We must have written instruction from our clients to destroy boxes for them, and unfortunately, we do not contact clients automatically.
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Can you shred / Destroy cardboard?We do, it can be included in our confidential paper waste and recycled.
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Can we request for documents to be destroyed by yourself without return to us?Yes, you can. We would need written permission to carry this out and will provide relevant paperwork for the whole audit trail.
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What are your shredding charges?It depends on the quantities for destruction, please contact us for more information.
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Is the shredding / destruction done at our premises?All shredding is done away from the clients premises under secure and confidential conditions.
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How do we arrange for you to visit to empty the bins and how many days do we have to wait?Shredding Bins & Consoles are usually on schedules and collected automatically within the agreement. To arrange a collection outside of your agreement, please contact us, or utilise the portal for an extra collection.
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For the bins to be emptied, do they need to be placed in reception or can they be left where located around the office?They can be left in situ, our staff will remove them and replace with a completely empty bin.
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What size are your storage bins?Our storage bins are 120L capacity.
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Do you provide Console Units?Yes, we can supply secure lockable console units. These are available in either Beech or White. Contact us for more information.
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Do we have to remove staples, clips, cardboard backing sheets or plastic covers etc?No, the shredding machine breaks these up, and the remnants are separated to avoid contamination.
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Are the bins locked? If so, will we have a key to gain access in case something is placed in the bin by error?Yes, they are locked, and you will receive a key for any errors that may occur.