What physical security does a document storage facility have?

Professional facilities have 24/7 CCTV, monitored intruder alarms, controlled access with logging, perimeter fencing and lighting, and strict visitor management. This far exceeds the security of a typical office.

How do storage facilities protect documents from fire?

Professional facilities use gas-based fire suppression (not water-based sprinklers), early smoke and heat detection, fire-rated construction, and compartmentalisation. Water-based systems in offices protect the building but destroy paper documents.

How Secure Is Off-Site Document Storage Really?

Handing your business records to a third party requires trust. You are entrusting them with sensitive information — client data, financial records, employee files, legal documents. So how secure is professional off-site storage, and how does it compare to keeping records in your own office?

Physical Security

A reputable document storage facility will have multiple layers of physical security that go far beyond what any normal office provides:

24/7 CCTV — covering all entry points, storage areas and perimeters, with footage retained for a minimum period (typically 30+ days)
Monitored intruder alarms — connected to a certified Alarm Receiving Centre (ARC) that dispatches a response when triggered
Controlled access — key card, PIN code or biometric entry with every access logged and timestamped
Perimeter security — fencing, security lighting and in some cases security patrols outside operating hours
Visitor management — all visitors signed in, escorted at all times and signed out. No unsupervised access

Compare this to a typical office where filing cabinets are in open-plan areas, storage rooms have a key that half the building has a copy of, and cleaners have unsupervised access after hours.

Fire Protection

Fire is the single biggest threat to paper documents, and this is where professional facilities differ most dramatically from offices:

Gas fire suppression — systems like FM-200 or Novec 1230 that extinguish fires using inert gas, without water. This is critical because water-based sprinklers destroy paper documents just as effectively as fire
Early detection — highly sensitive smoke and heat detectors that trigger before a fire can take hold
Fire-rated construction — walls, floors and ceilings with fire resistance ratings of 60-120 minutes
Compartmentalisation — storage areas divided into fire compartments so that a fire in one section cannot spread to others

Most offices have water-based sprinklers (which destroy documents) or, in many cases, only fire extinguishers and smoke alarms — which require human intervention that may come too late.

Environmental Protection

Climate control — stable temperature and humidity prevents paper deterioration, mould and condensation
Raised flooring — protects against water ingress and flooding
Pest management — regular monitoring and preventive treatment
Clean, dust-free environment — purpose-built for archive storage, not a converted warehouse or basement

Information Security

Physical security is only part of the picture. A properly managed facility also has robust information security practices:

ISO 27001 certification — the international standard for information security management, independently audited annually
Staff vetting — DBS (Disclosure and Barring Service) checks for all staff who handle documents, plus confidentiality agreements
Chain of custody — every movement of every box is logged, from initial collection through storage to final destruction
Secure transport — documents collected and delivered in locked, GPS-tracked vehicles
Data handling policies — clear policies on how personal and sensitive data is handled, stored and destroyed

How to Verify a Provider’s Security

Do not take a provider’s word for it. Verify their security by:

Asking to see ISO 27001 and ISO 9001 certificates (and checking they are current)
Requesting a site visit to see the facility in person
Asking about their staff vetting process
Checking what fire suppression system they use (gas or water?)
Reviewing their chain of custody process for your documents
Asking for client references in your industry

Is It More Secure Than Your Office?

In almost every case, yes. Unless your office has 24/7 CCTV, gas fire suppression, controlled access, environmental monitoring and ISO 27001 certification, a professional storage facility offers a significantly higher level of security for your records.

At EvaStore, security is built into everything we do. Our purpose-built facility in Shropshire is ISO 9001 and ISO 27001 certified, with 24/7 monitored CCTV, gas fire suppression and barcode tracking powered by O’Neil software.

Get a Free Quote

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

Call us on 01691 650355 or use the form below.