What is the most important sign of a poor document storage facility?

Water-based sprinklers instead of gas fire suppression is the single biggest indicator. Sprinklers protect the building but destroy paper documents. Purpose-built document storage facilities use gas-based fire suppression. If you see sprinkler heads on the ceiling, the facility was not designed for document storage.

How can I tell if a document storage facility has poor security?

Warning signs include: being able to enter without signing in or showing ID, doors propped open between areas, no visitor escorting, no electronic access control systems in use, no visible CCTV, and staff who have not undergone DBS checks. Good facilities control and log every access.

Signs of a Poor-Quality Document Storage Facility

Not every document storage provider is created equal. Some are purpose-built, well-managed operations with proper security, environmental controls and tracking systems. Others are little more than warehouses with some shelving. Knowing the warning signs of a poor-quality facility helps you avoid one — or recognise that you are already using one and need to move.

Water Sprinklers Instead of Gas Fire Suppression

This is the single biggest indicator of a facility that is not designed for document storage. Water-based sprinklers protect buildings from fire damage, but they destroy paper documents. A sprinkler activation soaks everything in the affected area — turning archive boxes into pulp.

Professional document storage facilities use gas-based fire suppression systems (Argonite, Inergen, FM-200 or Novec 1230) that extinguish fires without water. If you look at the ceiling and see sprinkler heads, the facility was designed as a general warehouse, not a document storage facility. This alone should make you reconsider.

No Barcode Tracking

If a provider cannot tell you exactly where every one of your boxes is at this moment, they do not have a proper tracking system. Some smaller operations rely on spreadsheets, paper logs, or simply knowing where things are because “Dave puts them in aisle 3.”

Without barcode tracking, there is no chain of custody. No audit trail of who moved what and when. No reliable way to locate a specific box quickly. No way to verify that everything is accounted for. Any provider storing business records should have a barcode-based system as an absolute minimum.

Boxes on the Floor

Documents should be stored on purpose-built racking — never directly on the floor. Floor-level storage exposes boxes to water damage from even minor incidents — a roof leak, a burst pipe, cleaning activities, or localised flooding. The bottom shelf of any racking system should be raised at least 150mm above floor level.

If you visit a facility and see boxes stacked on the floor, piled on pallets, or crammed into spaces without proper racking, the provider has either outgrown their capacity or never invested in proper infrastructure. Either way, your documents are at risk.

No Climate Control

Paper is surprisingly sensitive to its environment. High humidity causes mould growth and warping. Low humidity makes paper brittle and prone to cracking. Temperature extremes accelerate chemical degradation. UV light causes fading and yellowing.

A proper document storage facility maintains conditions between 13-20°C with 35-60% relative humidity. If the storage area feels damp, cold, excessively warm, or the temperature varies significantly between visits, the facility lacks adequate environmental control. Ask specifically about climate management — if the answer is vague or non-existent, your documents are slowly deteriorating.

Lax Access Controls

When you visit, pay attention to how you are received. Were you challenged at the entrance? Did you have to sign in? Were you given a visitor badge? Were you escorted throughout your visit?

If you can walk into the facility without being challenged, or if doors between areas are propped open, or if you are left to wander the storage areas alone — the access controls are not working. It does not matter how many key fob readers are installed on doors if the doors are wedged open.

Similarly, ask about staff vetting. If staff have not undergone DBS checks, you have no assurance about the background of the people handling your potentially sensitive documents.

Reluctance to Allow Visits

Any reputable document storage provider will welcome site visits. They are proud of their facilities and want you to see the investment they have made. If a provider discourages visits, offers only virtual tours, or repeatedly reschedules when you try to arrange one — they are hiding something.

Common excuses include “we have security restrictions on visitors” (genuine security facilities accommodate supervised visits), “we are doing maintenance this month” (every month?), and “we can send you photos instead” (photos can be curated or outdated).

Opaque Pricing

Good providers give you a clear per-box rate with a published schedule of additional charges. Poor providers quote a lump sum, bury fees in complex contracts, or avoid giving you a price list at all. Common hidden charges include:

Permanent withdrawal fees (charging you per box to take your own documents back)
Minimum storage charges that apply even when you have removed boxes
“Administration” or “handling” fees on every transaction
Inflated delivery charges for standard retrievals
Destruction charges that are not disclosed until you request destruction
Annual price escalation clauses linked to RPI or CPI without a cap

No Certifications

If a provider holds no ISO certifications — not ISO 9001, not ISO 27001 — it means either they have not invested in formal quality and security management, or they applied and failed. Either way, you have no independent verification of their processes.

The absence of certifications does not automatically mean the provider is bad — some smaller operators run good facilities without formal certification. But it means you have to rely entirely on your own assessment rather than having independent audit confirmation.

Signs of Neglect

General condition tells you a lot about management priorities. Watch for:

Damaged or deteriorating boxes left unaddressed
Visible damp patches on walls or ceiling
Signs of pest activity — droppings, gnaw marks, dead insects
Broken or missing racking components
Dirty or poorly maintained common areas
Equipment that is visibly worn or outdated
Staff who seem unclear about procedures or who cannot answer basic questions about the operation

A facility that is well-maintained in the areas you can see is likely well-maintained in the areas you cannot. The reverse is also true.

What to Do If You Spot Problems

If you recognise these signs at your current provider, you have options. Start by raising your concerns directly — sometimes issues are the result of oversight rather than indifference, and a good provider will address them. If the problems are fundamental (water sprinklers, no tracking system, no environmental control), consider moving your records to a better facility. The disruption of moving is temporary; the risk of staying in an inadequate facility is ongoing.

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.