How much does it cost to store documents in filing cabinets versus off-site storage?

Filing cabinets use expensive office floor space — 10 cabinets take up about 60 sq ft, costing roughly £2,400/year in rent at £40/sq ft. The same 80-100 boxes in off-site storage cost £400-£1,000/year at 10-25p per box per week. Off-site storage typically saves 50-80% compared to office storage.

How do I start moving documents to off-site storage?

Start by auditing your office to identify all paper records. Sort into three categories: store off-site, destroy, and keep. Pack into standard archive boxes with a clear index. Your storage provider collects, barcodes and stores them. Then establish ongoing habits — move records off-site at year-end, when projects close, and when staff leave.

Best Way to Reduce Office Clutter Through Archive Storage

Office space is expensive. In central London, you might pay £50-£80 per square foot per year. Even outside London, commercial rents of £15-£30 per square foot add up quickly. If a significant portion of that space is occupied by filing cabinets, storage rooms and boxes of old documents, you are paying premium rent to store paper you rarely look at.

Moving inactive records to professional off-site storage is one of the simplest ways to reclaim office space, reduce costs, and create a better working environment.

The 80/20 Rule of Office Paper

Research consistently shows that approximately 80% of filed documents are never referenced again after the year they were created. That means four out of every five filing cabinet drawers contain paper that could be in off-site storage instead of taking up prime office real estate.

A standard four-drawer filing cabinet holds roughly 8-10 archive boxes of documents and occupies about 6 square feet of floor space (including access room for opening drawers). Ten filing cabinets take up 60 square feet — at £40 per square foot in a typical office, that is £2,400 per year in rent just for the floor space. The same 80-100 boxes in professional storage cost £400-£1,000 per year.

How to Identify What Can Go

Walk through your office and look at every storage location — filing cabinets, shelves, cupboards, storage rooms, desk drawers, under-desk boxes. For each one, ask:

When was this last accessed? If no one has opened it in 12 months, it is a candidate for off-site storage
Does anyone currently need regular access to this? If not, it can go off-site with same-day retrieval available if needed
Is this a duplicate or copy? If the original is elsewhere, the copy can likely be destroyed
Has the retention period expired? If so, it should be destroyed rather than stored
Could this be scanned? Some documents can be scanned and the originals destroyed, freeing up space permanently

Common Quick Wins

Certain types of documents almost always qualify for immediate off-site storage because they are rarely accessed but must be retained:

Previous year financial records: Once the audit is complete, last year’s invoices, bank statements and expense claims can go off-site. Keep the current year accessible
Closed client or matter files: Law firms, accountancy practices and consultancies accumulate closed files rapidly. Once a matter is complete, the file can go off-site
Former employee records: Personnel files for staff who have left need to be retained for 6 years but are rarely accessed
Historical contracts: Expired contracts need retention for 6-12 years but are almost never referenced after the first year
Legacy project files: Completed project documentation gathering dust in a storage room

The Process

1. Sort and Review

Go through records and separate them into three piles: store off-site, destroy, and keep in the office. Be ruthless — most businesses find that 20-30% of their paper can be destroyed immediately because retention periods have expired.

2. Box and Index

Pack records into standard archive boxes, organising by type and year. Create an index for each box listing the contents, department, date range and destruction date. Good indexing now saves hours of searching later.

3. Arrange Collection

Your storage provider will collect the boxes from your premises, typically with an initial collection included in the setup. They will barcode each box into their tracking system and store them in their facility.

4. Reclaim the Space

Empty filing cabinets can be removed or repurposed. Storage rooms can become meeting rooms or desk space. The immediate visual improvement in the office is often as significant as the cost saving.

Ongoing Management

Off-site storage works best as an ongoing process, not a one-time clearout. Build these habits:

At each year-end, move the previous year’s completed records off-site
When a project or matter closes, move the file off-site within a month
When an employee leaves, archive their personnel file within 3 months
Review your stored boxes annually and authorise destruction of records that have reached the end of their retention period — this keeps your storage volume and costs from growing indefinitely

Get a Free Quote

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.