What physical security should a document storage facility have?

Key physical security features include perimeter fencing with controlled vehicle access, HD CCTV covering all areas with at least 30 days retention, intruder detection connected to a monitored Alarm Receiving Centre, and controlled internal access with logging of all movements.

Why is gas fire suppression important for document storage?

Water-based sprinklers extinguish fires but destroy paper documents through water damage. Gas-based fire suppression (using inert gases or clean agents) extinguishes fires by displacing oxygen, leaving documents completely dry and undamaged. It is the only method that truly protects stored paper records.

What to Look for in a Secure Document Storage Provider

Not every document storage provider offers the same level of security. Some facilities are little more than warehouses with a padlock. Others are purpose-built with multiple layers of protection designed to keep your documents safe from theft, fire, flood and unauthorised access. Here is how to tell the difference.

Physical Security

Perimeter Protection

A secure facility starts at the boundary. Look for perimeter fencing — ideally steel palisade or weldmesh rather than simple chain-link. The entrance should have controlled access — gates that require authorisation rather than gates that are left open during working hours. Many good facilities use automatic number plate recognition (ANPR) to log every vehicle that enters and exits.

CCTV

CCTV should cover the full perimeter, all entry points, and the interior of storage areas. Look for high-definition cameras with infrared capability for night recording. Footage should be retained for at least 30 days. Critically, the system should be monitored — either by on-site staff or by a remote monitoring centre. Unmonitored CCTV is evidence after a crime, not prevention.

Intruder Detection

Modern document storage facilities use intruder detection systems connected to NSI Gold or SSAIB-approved Alarm Receiving Centres (ARCs). When an alarm triggers outside working hours, the ARC contacts keyholders and, if necessary, dispatches police. Ask your provider who monitors their alarms and what the response protocol is.

Access Controls

Who can enter the building matters as much as how the building is protected. A secure facility restricts access to authorised personnel only. Visitors — including clients — should be signed in, escorted, and logged. Staff access should be controlled by key fob, PIN or biometric systems that create an audit trail of who entered which area and when.

Within the facility, look for zoned access. Not everyone needs access to every area. The most secure providers restrict access to specific storage bays based on role, so a driver collecting a delivery does not have unsupervised access to the entire archive.

Fire Protection

Fire protection is arguably the single most important security feature for document storage. There are two approaches, and the difference matters enormously.

Water-based sprinklers are standard in warehouses and self-storage. They protect the building structure but destroy paper documents. A sprinkler activation will soak everything in the affected area — and water damage to paper is often irreversible.

Gas-based fire suppression (typically using inert gases like Argonite or Inergen, or chemical agents like FM-200/Novec 1230) displaces oxygen to extinguish fires without water. Documents remain dry and intact. This is the only fire suppression method that genuinely protects paper records.

If your provider uses water sprinklers, your documents are protected from total loss in a fire but not from water damage. If fire protection matters to you — and it should — insist on gas suppression.

Environmental Controls

Paper deteriorates when exposed to temperature extremes, humidity fluctuations, direct sunlight or pest activity. A secure storage facility maintains stable conditions — typically 13-20°C with relative humidity between 35% and 60%. The facility should be sealed against pest ingress, with regular pest monitoring in place.

Ask whether the provider monitors environmental conditions continuously or just sets the controls and hopes for the best. Good facilities use automated monitoring with alerts when conditions fall outside acceptable ranges.

Staff Vetting

Your documents may contain personal data, financial information, or commercially sensitive material. The people handling them need to be trustworthy. Ask whether staff undergo DBS (Disclosure and Barring Service) checks — and whether those checks are repeated periodically rather than just at hiring. For facilities storing highly sensitive material (legal, medical, government), look for SC (Security Clearance) or higher-level vetting.

Insurance and Liability

Ask what insurance the provider carries. At minimum, they should hold public liability insurance and goods-in-trust insurance covering the replacement value of stored documents (not just the paper, but the cost of recreating the information). Check the per-incident limit and the aggregate annual limit. For high-value records, you may need to arrange additional cover yourself.

A Quick Checklist

Perimeter fencing with controlled vehicle and pedestrian access
HD CCTV with 30+ days retention, monitored 24/7
Intruder detection connected to an NSI Gold or SSAIB-approved ARC
Internal access controls with audit trails
Gas-based fire suppression (not water sprinklers)
Climate control with continuous environmental monitoring
DBS-checked staff
Adequate insurance with clear liability terms
ISO 27001 certification (information security management)

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