With more businesses turning to digital storage solutions, it’s easy to assume that physical document storage has had its day. While many businesses aim to be paperlite or paperless, the reality is that it isn’t an option for many sectors. In truth, physical and electronic documents work side by side to support the real needs of modern businesses.
Why physical documents are essential
Many businesses still rely on hard copies for their records. Legal, medical and HR departments often need to keep hold of original paperwork for compliance or auditing purposes. In many cases, the hard copies have a long life cycle, meaning they need to be stored securely for years before they can legally be disposed of. Certain documents such as wills and property deeds cannot be digitised for legal use – the original physical version must be retained to remain valid.
Even companies that operate mostly online will tend to have departments or processes that require physical records. Whether it’s for security, regulatory, or optional reasons, physical storage still plays a vital role for many organisations.
Digital and physical storage co-exist
Rather than choosing between digital or physical storage, it’s sometimes more practical and secure to use a combination of both. At Archive-Vault, we can help your business manage documents in whatever form works best.
Our storage and indexing services keep your paper records safe, while our scan-on-demand and client portal services provide 24/7 access to documents when you need them. This hybrid approach gives you quick and secure access to your documents.
The client portal allows you to view files online, with access tailored to individual users and protected by two factor authentication. Managing both hard copies and scans in one place also makes it easier to stay organised and maintain control. It’s an efficient, flexible solution that supports staff to work onsite or remotely, and ensures your business has the access it needs without compromising on security.
A safer way to store documents
Cybersecurity remains a pressing concern for UK businesses. According to the UK Government’s Cyber Security Breaches 2024, half of all UK businesses and around a third of charities experienced some form of cybersecurity breach or attack during 2023.
One way to minimise risk is to store hard copies of sensitive documents offsite in a secure location. Storing your documents with a secure archive storage company like Archive-Vault will give you peace of mind that your documents are protected from digital data breaches, accidental loss or unauthorised access.
Our facilities are monitored and access controlled, and all collections and deliveries are tracked by GPS vehicles. Every document is barcoded and logged, providing you with a full audit trail to keep track. You can also track your records online and set security preferences on our client portal, keeping you in full control.
When should you use physical storage?
Physical storage is a smart solution for any organisation that handles sensitive or regulated information with a long-term life-cycle. It’s especially useful in the following situations:
- Healthcare providers (such as a GP or dentist) that need secure medical records storage, where documents must be kept confidential and retained under legal guidelines.
- Legal firms that must store signed contracts, case files and other official paperwork for reference/audit purposes, as well as general correspondence for Wills, Deeds, crime files and court paperwork.
- Financial services and HR teams managing employee records, payroll data, and compliance with documentation.
- Schools, colleges and universities that require long-term education document storage for pupil records, exam results, safeguarding files, and governance documents.
- Any business that still has essential hard copies requiring secure offsite storage.
Whether you’re working in the public or private sector, storing physical documents with an archive company helps you stay organised, secure and compliant, while freeing up valuable space on your premises.
Talk to Archive-Vault about smarter storage
At Archive-Vault, we help businesses across East Anglia and beyond with secure, organised and accessible records storage. If you’re ready to simplify your records management, improve security, or make the most of your physical and digital documents, we’re here to help.
