OFFSITE DOCUMENT STORAGE

Organizations generate enormous volumes of physical records that must be retained for operational, legal, and regulatory purposes. Managing these documents internally can quickly consume valuable office space and create challenges around compliance, security, and accessibility.

At GRM Information Management, we help organizations solve these challenges through secure offsite document storage services designed to protect critical records while ensuring they remain accessible when needed. Our facilities, processes, and technology allow businesses to confidently store physical documents while maintaining operational efficiency and regulatory compliance.

By combining purpose-built storage facilities, advanced inventory tracking systems, and highly responsive customer service, GRM provides organizations with a reliable and convenient way to manage records securely outside the office.

WHAT IS OFFSITE DOCUMENT STORAGE?

Offsite document storage allows organizations to store physical records in secure, professionally managed storage facilities instead of maintaining records within office environments or self-storaged or company-leased warehouses.

These services are designed to protect sensitive information while ensuring that records remain accessible for business operations, regulatory compliance, and audit requirements.

At GRM Information Management, offsite storage is more than simply storing boxes. Our approach includes structured records management processes, digital inventory tracking, and strict chain-of-custody procedures that ensure every document remains secure and accounted for throughout its lifecycle.

Organizations across healthcare, legal, financial services, higher education, entertainment, government, and a range of other industries that rely on offsite storage solutions to manage growing records inventories and manage compliance without sacrificing security or accessibility.

WHY BUSINESSES USE OFFSITE DOCUMENT STORAGE

As organizations grow, the volume of physical records increases significantly. Maintaining these records internally often leads to operational challenges that negatively impact both cost and efficiency.

Many organizations choose offsite document storage in order to:

Free up valuable office space previously used for records storage
Improve security for sensitive business documents
Maintain compliance with records retention requirements
Improve document retrieval and records management processes
Reduce operational risk associated with managing large document inventories

By moving records into secure offsite facilities, businesses gain the ability to manage information more effectively while allowing internal teams to focus on more valuable functions..

HOW OFFSITE DOCUMENT STORAGE WORKS

At GRM Information Management, our offsite storage services are designed around structured operational processes that ensure records remain secure, organized, and accessible.

Records Assessment and Planning

Every engagement begins with an evaluation of a client’s records inventory, storage requirements, and retention policies. This allows our team to design a storage program that aligns with the organization’s operational and compliance needs.

Secure Pickup and Intake

Records are securely transported using GRM vehicles and handled exclusively by trained GRM personnel. Upon arrival at a GRM facility, records are processed through our intake procedures where each item is indexed and prepared for storage.

Barcode Indexing and Inventory Tracking

Each box receives a unique barcode identifier that is entered into our inventory management system. GRM supports both box-level and folder-level tracking, allowing organizations to maintain precise control over their records inventory.
Clients can access their inventory through the eAccess customer portal, which allows them to view stored records, request file retrieval, schedule deliveries, and manage service requests.

Secure Storage

Records are stored within storage facilities designed specifically for document preservation. These facilities provide controlled environments that protect physical records while maintaining strict access controls.

Retrieval and Delivery

When documents are required, clients can request retrieval through the eAccess portal or through GRM’s customer service team. GRM provides same-day physical delivery of files or scan-on-demand services, ensuring organizations can quickly access the information they need.

SECURE DOCUMENT STORAGE

Protecting sensitive information is a critical requirement for any organization managing physical records. GRM Information Management has built its storage infrastructure around rigorous security practices designed to safeguard client assets.

Our offsite document storage services include:

24/7 facility security monitoring
State-of-the-art security systems
Closed circuit surveillance across facilities
Role-based security authorizations for employees

These security measures ensure that only authorized personnel have access to stored records while maintaining complete accountability throughout the records lifecycle. In addition to physical security controls, our PrecisionPlus chain-of-custody process governs every step associated with records handling, from pickup and storage to retrieval and delivery.

This structured process ensures documents remain secure, tracked, and properly handled at all times.

DOCUMENT STORAGE FACILITIES

GRM Information Management operates state-of-the-art document storage facilities located in 16 major metropolitan areas across the United States. These facilities are purpose-built to support the secure preservation and management of physical records.

Key characteristics of our facilities include:

Over 3 million square feet of offsite document storage capacity
Climate-controlled storage environments
Advanced fire suppression systems designed to protect stored assets
High-tech security systems and rigorous operational processes

These facilities allow organizations to store records in secure environments specifically designed for long-term document preservation.

In addition to our extensive U.S. presence, GRM maintains operations that allow us to support organizations with large and complex records management needs in South America.

PHYSICAL DOCUMENT STORAGE AND RECORDS MANAGEMENT

Even as organizations adopt digital workflows, physical records remain a critical component of many business operations. Certain legal documentation, medical records and financial files, must often be retained in physical form to meet regulatory or operational requirements.

GRM Information Management provides structured physical document storage services that ensure these records are preserved securely while remaining accessible when needed.

Our services include the management of individualized document retention policies from start to finish. This ensures that records are stored, maintained, and eventually destroyed according to each organization’s regulatory and operational requirements.

By combining physical storage infrastructure with structured records management processes, GRM helps organizations maintain compliance while reducing the operational burden of managing large document inventories internally.

COMPLIANCE AND REGULATORY CONSIDERATIONS

Organizations in highly-regulated industries must ensure that records are stored securely and maintained according to strict retention requirements. GRM Information Management supports organizations in meeting these requirements by providing secure storage environments and structured records management processes that align with industry regulations.

Our services support organizations operating under regulatory frameworks such as:

HIPAA for healthcare information protection
SOC 2 security controls
ISO standards for information management
NAID standards for information security and destruction

By implementing structured storage and records management practices, organizations can maintain confidence that their records remain protected and compliant throughout their lifecycle.

INDUSTRY APPLICATIONS

Offsite document storage supports organizations across a wide range of industries where secure records management is essential.

WHY GRM INFORMATION MANAGEMENT

Organizations choose GRM Information Management not only for our secure storage facilities and advanced records management infrastructure, but also for the level of service we provide to our clients.

Our teams work with organizations every day to manage and retrieve records and provide the highest levels of responsiveness and customer service while ensuring that records management processes remain efficient and compliant.

Key differentiators include:

State-of-the-art document storage facilities across major metropolitan markets
Advanced inventory management and tracking systems
PrecisionPlus chain-of-custody processes that ensure operational excellence
Same-day physical file delivery and scan-on-demand services

All deliveries and pick-ups executed exclusively by GRM employees

Management of individualized document retention policies
Highly responsive customer service and dedicated account support

For many of our clients, the difference between GRM and other document storage providers is the level of attention and responsiveness our teams provide. When organizations call GRM, they reach experienced professionals in a local office who understand their records management needs and are ready to help address them.

FREQUENTLY ASKED QUESTIONS

What is offsite document storage?

Offsite document storage is the practice of storing physical business records in secure, professionally managed storage facilities rather than within office environments. These facilities are designed to protect documents while maintaining organized inventory systems that allow records to be retrieved when needed for operational, legal, or compliance purposes.

How secure are offsite document storage facilities?

Offsite document storage facilities are designed with multiple layers of physical and operational security. These typically include controlled access systems, surveillance monitoring, and structured handling procedures to ensure that records are protected and only accessible to authorized personnel.

How quickly can records be retrieved from offsite storage?

Document retrieval times vary based on service levels, but professional storage providers offer structured retrieval processes to ensure timely access. Many providers support expedited delivery options, including same-day retrieval or scan-on-demand services, depending on operational requirements.

How are documents tracked in offsite storage?

Documents are tracked using inventory management systems that assign unique identifiers, such as barcodes, to each box or file. These systems record the location and movement of records, allowing organizations to maintain visibility and request retrieval when needed.

What types of documents are typically stored offsite?

Organizations commonly store legal records, medical files, financial documents, operational records, and archival materials in offsite storage facilities. These documents are often retained to meet regulatory requirements, support business operations, or preserve historical information.

SECURE OFFSITE DOCUMENT STORAGE WITH GRM

Offsite document storage allows organizations to manage physical records securely while improving operational efficiency and maintaining compliance with regulatory requirements. At GRM Information Management, our facilities, processes, and customer-focused service model allow organizations to store records confidently while ensuring they remain accessible when needed.

Learn more about how GRM supports organizations through secure document storage services designed to protect critical information assets and support long-term records management strategies.

Secure Your Business Records with GRM Information Management

Partner with GRM Document Management to implement secure document storage services that protect sensitive records, improve operational efficiency, and strengthen regulatory compliance.

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