What security should off-site document storage have?

Professional off-site storage should have perimeter fencing with controlled access, HD CCTV monitored 24/7, intruder detection connected to a certified ARC, electronic access control with audit trails, zoned access, DBS-checked staff, and ISO 27001 certification.

How should confidential documents be destroyed?

Confidential documents should be cross-cut shredded to DIN 66399 standards (P-3 minimum, P-5 for highly sensitive material). The process should maintain chain of custody, be carried out at a secure facility, comply with EN 15713, and result in destruction certificates documenting what was destroyed, when, and by whom.

Best Security Measures for Physical Records

Securing physical records is often treated as less important than IT security — but a stolen filing cabinet or a waterlogged archive can be just as damaging as a data breach. Whether you store records on-site, off-site, or both, the security measures you implement determine whether your documents are genuinely protected or simply hidden away in a room somewhere.

On-Site Record Security

If you keep records in your own office or premises, basic security measures should include:

Locked Storage

Records containing personal data or sensitive business information should be in locked cabinets, locked rooms, or areas with restricted access — not open shelving in a corridor. Under UK GDPR, you are required to implement “appropriate technical and organisational measures” to protect personal data. An unlocked filing cabinet in an open-plan office is not appropriate.

Access Restrictions

Not everyone in your organisation needs access to all records. Personnel files should be accessible only to HR. Financial records only to the finance team. Client files only to relevant staff. In a small business this may be informal; in a larger organisation, access should be controlled and logged.

Clean Desk Policy

Documents left on desks, in printers, or in meeting rooms are visible to anyone who walks past — including visitors, cleaners, and maintenance contractors. A clean desk policy requires that sensitive documents are filed or locked away when not in active use. Simple, but effective.

Visitor Management

Visitors to your premises should be signed in, identified, and supervised. If visitors can access areas where records are stored — even by walking past an open filing room — your records are not secure.

Off-Site Storage Security

Professional off-site storage should provide security that exceeds what you can achieve in a typical office:

Perimeter security: Fencing, controlled access gates, ANPR
CCTV: HD cameras covering all areas, monitored 24/7, footage retained 30+ days
Intruder detection: Connected to a certified Alarm Receiving Centre (NSI Gold or SSAIB)
Electronic access control: Key fobs or biometric access with audit trails — not just physical keys
Zoned access: Different areas with different access levels, so staff only access what they need to
DBS-checked staff: Background checks on everyone handling records
ISO 27001 certification: Independent verification that information security controls are comprehensive and maintained

Transport Security

Documents are vulnerable during transport between your premises and the storage facility. Proper transport security includes:

Enclosed, lockable vehicles — not open vans or car boots
Vehicle tracking so the provider knows where your documents are at all times during transit
Sealed consignments with documented handover — a collection note signed at your premises and a receipt note signed at the facility
DBS-checked drivers
No unnecessary stops — documents should travel directly from your premises to the facility

Digital Security for Physical Records

Even if your records are physical, the tracking systems that manage them are digital. Your storage provider’s database contains an index of everything you have in storage — potentially including descriptions of contents that reference sensitive information. This digital layer needs its own security:

Encrypted databases and backups
Role-based access control (not every employee can see every client’s records)
Regular backups stored off-site
Password policies and multi-factor authentication for system access

Destruction Security

Security does not end when records are destroyed — it must be maintained through the destruction process. Secure destruction means:

Cross-cut shredding to DIN 66399 standards (P-3 or higher for confidential documents, P-5 or higher for highly sensitive material)
Chain of custody documentation from storage through to destruction
Destruction carried out at a secure facility or by a certified mobile shredding service
Destruction certificates issued for every batch, documenting what was destroyed, when, and by whom
Compliance with EN 15713 standard for secure destruction of confidential material

Regular Reviews

Security measures need to be tested and reviewed regularly. Check that locks work, access controls are enforced, CCTV is recording, and staff are following procedures. An annual security review — or a condition of your ISO 27001 surveillance audit — ensures that security does not degrade over time.

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Every business is different, so the best way to understand your options is to get in touch with our team. We provide clear, no-obligation advice — usually within the same day.

Call us on 01691 650355 or use the form below.