In today’s rapidly evolving regulatory landscape, businesses across industries must ensure their document storage solutions comply with stringent legal and industry standards.

How can you be sure your archive storage meets these evolving standards?

From data protection laws to industry-specific regulations, maintaining compliance is not just about security—it’s about accessibility, efficiency, and risk mitigation. Let’s explore the key questions businesses should be asking.

What rules and regulations do I need to follow when storing documents?

Regulatory requirements for document storage vary by industry but often include laws such as:

• GDPR (General Data Protection Regulation) & UK Data Protection Act 2018 – Governing the secure handling, retention, and destruction of personal data.
• Freedom of Information Act 2000 – Ensuring public authorities provide access to requested records within a legal timeframe.
• The Public Records Act 1958 – Setting out requirements for the retention and disposal of public records.
• Financial Conduct Authority (FCA) Regulations – Mandating that financial institutions securely store and manage sensitive records in line with financial compliance rules.
• Health and Social Care Act 2008 & NHS Code of Practice on Records Management – Setting out document retention and security standards for healthcare providers and organisations handling patient data.

Businesses must stay informed about these laws and ensure that their archive storage aligns with the latest regulations.

*The information provided in this article is for general informational purposes only and does not constitute legal advice. Businesses should seek professional legal counsel to ensure compliance with relevant regulations and industry-specific requirements.

How do I make sure my document storage meets compliance standards?

To remain compliant, businesses should adopt best practices such as:

• Retention Scheduling – Keeping records for the legally required duration and disposing of them securely when no longer needed.
• Security Measures – Implementing 24/7 surveillance, controlled access, and encryption to protect sensitive documents.
• Audit Trails – Maintaining a clear record of document movements and access to demonstrate compliance.
• Certified Destruction – Ensuring documents are disposed of securely, following all regulatory guidelines.

How can I keep my archived documents safe from theft, loss, or damage?

Compliance isn’t just about retention—it’s also about security.

Businesses should consider:

• Physical Security – Storing paper records in a facility with 24-hour CCTV, secure entry points, and fire protection.
• Digital Protection – Encrypting sensitive digital archives and restricting access to authorised personnel.
• Document Tracking – Using barcode systems and inventory management to ensure records are accounted for at all times.

How do I keep documents accessible while still following compliance rules?

One of the biggest challenges in document storage is ensuring that records remain accessible while meeting compliance standards.

Best practices include:

• Barcode Tracking and Digital Indexing – Enabling quick retrieval of physical records while maintaining a detailed audit trail.
• On-Demand Scanning Services – Providing electronic copies of physical files when needed without compromising security.
• Managed Storage Solutions – Outsourcing records management to a professional provider with retrieval and delivery services, including emergency retrieval options.

What happens if my business doesn’t comply with document storage regulations?

Failure to comply with document storage regulations can result in severe consequences, including:

• Financial Penalties – Fines for non-compliance with data protection and industry-specific regulations.
• Legal Risks – Exposure to lawsuits or legal action due to improper storage or document handling.
• Operational Inefficiencies – Wasted time and resources searching for misplaced or lost records.
• Reputational Damage – Loss of trust from clients, partners, or regulatory bodies.

To avoid these risks, businesses should partner with a trusted document storage provider that offers compliant, secure, and accessible solutions.

Why Choose Access Records Management?

At Access Records Management, we specialise in secure, compliant, and efficient document storage solutions tailored to your business’s needs. With over 20 years of experience, we offer:

• Secure offsite storage with 24/7 CCTV surveillance and high-spec security systems.
• Comprehensive audit trails, barcoding, and inventory management for full compliance.
• Certified document destruction services to ensure regulatory adherence.
• Same-day and emergency 3-hour retrieval services for quick access to critical records.
• Dedicated account managers providing personalised support and compliance guidance.

Don’t leave your compliance to chance

Ensure your business meets regulatory requirements with our expert-managed document storage solutions. Contact Access Records Management today to discuss how we can safeguard your documents while keeping them accessible and compliant!