- 15 | 07 | 2026
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8 misconceptions about offsite document storage services
Introduction Separating fact from fiction
The best place to keep your hardcopy business documents is on your own premises, right? That way they’re in easy reach when anyone needs them and you can be sure that they’re stored securely. Not to mention it’s bound to be cheaper than using professional storage specialists.
Wrong!
The reason so many organisations now use secure document storage providers is because these companies are experts in looking after all types of commercial, confidential and valuable files – and outsourcing can free up space and cut overheads.
If you’re not convinced about using offsite document storage services, let’s look at 8 common misconceptions that could be holding you back.
Misconception #01 It’s quicker to find documents when they’re stored at our office
It might feel like you can easily lay your hands on information when it’s physically close by in cupboards, cabinets or boxes – but what’s the reality? Misfiled papers, reams of out-of-date documents, lost files and hours of searching which could be spent doing more productive work.
The offsite document storage solution: your documents are scanned, indexed and searchable onscreen.
Misconception #02 We work in a specialised industry which a third party wouldn’t understand
Perhaps you work for a legal firm, handling irreplaceable documents like wills and deeds. Or a health provider, managing people’s most personal data. Or an upstream energy firm, storing crucial oil well logs. None of these items can be trusted to go out of your sight, surely?
The offsite document storage solution: if you choose a provider like OASIS, with many years’ experience and specialist teams in sectors like legal, financial services, central and local government, health, and energy, your documents will be handled, transported and stored correctly.
Misconception #03 We need to store paperwork nearby in case it’s needed urgently
It feels reassuring to have your business archive in your office, or maybe in a self-storage unit close by. But when you urgently need that vital contract from 2017 for a court case, or an employee’s personnel file from twenty years ago for a Subject Access Request, you might find yourself frantically sorting through dusty boxes as the deadline approaches.
The offsite document storage solution: you can request the document you need with a couple of clicks. A document storage provider like OASIS can then provide a scanned version immediately or deliver the original to you in a matter of hours – or both.
Misconception #04 Our documents are safer on our premises
There’s a false confidence that comes with having your documents where you can see them. In reality, most offices and other business premises aren’t set up to safely store important papers. A fire, flood, burglary – or even just damp and mould – could cause untold damage to your operations, data compliance and reputation.
The offsite document storage solution: your documents will be stored in high-security, environmentally-controlled facilities with measures to prevent damage caused by pests, floods or fire.
Misconception #05 Important papers might get lost if we entrust them to a third party
When you’re responsible for stopping confidential information falling into the wrong hands, letting it leave your office might feel like a risk. But asking your (non-specialist) teams to keep documents safe – such as by storing confidential papers securely – risks human error creeping in and exposing your organisation to compliance failures.
The offsite document storage solution: a reputable provider will guarantee a closed chain of custody for your documents, which will be transported by security-vetted drivers in GPS-tracked vehicles. All items will be barcoded and trackable, whether in transit or while stored in high-security, professional records centres.
Misconception #06 Our team need to be able to search our archives whenever they want
In order for your employees to collaborate and make good decisions, they need immediate access to information. Typically, though, organisations with large on-site archives are making it harder, not easier for their teams. Many people work remotely, meaning they aren’t in the same place as the document they need – and even if they were, finding it would be a time-consuming mission.
The offsite document storage solution: making your document archive searchable, with relevant access permissions, means no matter where your employees are, they can find and request the file they need in an instant.
Misconception #07 We need documents on-site to make sure we comply with GDPR
No one wants to risk fines for mishandling PII (personally identifiable information), keeping information too long or other data protection issues. However, the more documents you have on site, the more likely you are to fall foul of the ICO (Information Commissioner’s Office) if you don’t have a rigorous records management system.
The offsite document storage solution: your provider can work with you to audit the documents you have and apply retention policies and alerts, so papers are correctly stored and securely destroyed in line with regulations.
Misconception #08 It’s cheaper to keep paper archives on site
Why pay for an outsourced provider when you can just store documents yourself? Well, apart from all the benefits of security, convenience, and regulatory compliance – you could save money if you outsource.
The offsite document storage solution: your provider can help identify and destroy ROT (redundant, obsolete and trivial) paperwork and then securely store the remainder. By removing all these documents from your premises, you free up space for extra income streams (more desks or meeting rooms, for example). Or you could give up your now empty self-storage facilities or office space to reduce your annual overheads.
Take ation Don’t let misconceptions stop you protecting your organisation’s vital data
To find out more about outsourcing your document storage to OASIS, get in touch.
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- 15 | 07 | 2026
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