What should the intake process look like at a document storage facility?

The intake area should be clean and organised with barcode scanning equipment. Boxes should be scanned, labelled and logged into a tracking system before being moved to storage. Staff should be able to explain the process clearly. Random stacking, manual logs or disorganised processing areas are warning signs.

How can I tell if a document storage facility has proper climate control?

The facility should maintain 13-20°C with 35-60% relative humidity. Look for visible environmental monitoring sensors, ask about target ranges, and ask whether conditions are logged continuously with automated alerts. The air should feel dry and temperature-controlled, not damp or fluctuating.

Document Storage Site Visits: What Should You Check?

A site visit is the single best way to assess a document storage provider. Websites and sales brochures can say anything — a physical visit shows you the reality. Here is what to look for, what questions to ask while you are there, and how to spot the warning signs that a facility is not up to standard.

Before You Visit

Request a visit during normal working hours — not a weekend or evening when the facility is empty and cleaned up for show. You want to see the operation running. A good provider will accommodate this without hesitation. If they try to restrict you to a specific time slot or suggest a virtual tour instead, question why.

Prepare a list of what you want to see. The areas below cover the essentials, but if your documents have specific requirements (legal privilege, medical confidentiality, government classification), add relevant checks.

The Approach and Perimeter

Your assessment starts before you get through the door. As you approach the facility, note:

Is the site well-maintained? Overgrown grounds, damaged fencing or litter suggest poor overall management
Is the perimeter secure? Look for robust fencing without obvious gaps or damage
Is the entrance controlled? You should not be able to drive or walk in unchallenged
Are there visible CCTV cameras covering the perimeter and entrance?

When you arrive, you should be asked to sign in, show identification, and be given a visitor badge. If you walk in unchallenged, the access controls are not working.

Reception and Intake Area

The intake area is where new boxes arrive and are processed into the system. Look for:

An organised, clean workspace — not boxes stacked randomly on the floor
Barcode scanning equipment and computer terminals for logging boxes into the tracking system
A clear process: boxes arrive, are scanned, labelled, logged, and moved to storage in a systematic way
Staff who can explain the intake process clearly and confidently

The Storage Area

This is the heart of the facility. Key things to check:

Racking

Boxes should be stored on purpose-built racking — not stacked on the floor or piled on pallets. The racking should be labelled with location references that correspond to the tracking system. Each box should have a visible barcode label. The bottom shelf should be raised above floor level (at least 150mm) to protect against minor water ingress.

Cleanliness and Order

The storage area should be clean, well-lit and organised. Boxes should be neatly stored with clear aisle spacing for access. Look for signs of pest activity — droppings, damaged boxes, traps. A good facility has a pest control contract with regular inspections.

Fire Suppression

Look up. What do you see on the ceiling? If there are sprinkler heads, the facility uses water-based suppression — effective for the building but destructive for paper. If you see gas nozzles and notice sealed room compartments, the facility uses gas-based suppression — the only method that protects your documents.

Ask the guide to explain the fire suppression system. If they cannot explain how it works or what agent it uses, that tells you something about the provider’s knowledge and investment in this critical area.

Climate Control

The storage area should feel temperature-controlled — not too hot, not too cold, not damp. Ask about the target temperature and humidity ranges. Look for environmental monitoring equipment — sensor units on walls or ceiling. Ask whether conditions are logged and whether they receive alerts when conditions fall outside acceptable ranges.

Security Features

During your visit, look for and ask about:

CCTV: Cameras should be visible throughout — perimeter, reception, intake area, storage areas, loading bays. Ask how long footage is retained and who monitors it
Access control: Doors between areas should require key fob, PIN or biometric access. Notice whether doors are propped open or properly controlled
Visitor escorts: You should be accompanied throughout. If you are left to wander freely, anyone could be
Alarm system: Ask about the intruder detection system and which Alarm Receiving Centre monitors it

The Staff

Pay attention to the people as much as the building. Are staff wearing uniforms or identification? Do they follow security procedures (closing doors behind them, challenging unrecognised visitors)? Can they answer questions about processes knowledgeably? A well-trained team is one of the clearest indicators of a well-run operation.

Warning Signs

Reluctance to show you certain areas (“that section is not available today”)
Boxes stored on the floor rather than on proper racking
No visible barcode labels on boxes
Water sprinklers instead of gas fire suppression
Visible damp, mould, pest activity or damaged boxes
Doors propped open or access controls clearly not being used
Staff who cannot explain basic processes
Defensive or evasive answers to straightforward questions
No visitor sign-in process when you arrived

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.