Every business and organisation understands the importance of managing digital data in compliance with GDPR. However, it is often overlooked that GDPR applies equally to physical documents.

GDPR is a comprehensive data protection regulation enforced across the UK and the European Union. It governs how organisations collect, process, store, and dispose of personal data. Failure to comply can result in substantial fines, legal action, and severe reputational damage.  The definition of “personal data” is very wide: it includes any information that can identify an individual,  such as names, addresses, phone numbers, medical records and employment details.

Many organisations have a legacy of paper documents, particularly in sectors such as healthcare, legal services, financial services, and government.  They must ensure that these documents are:

  • Stored securely
  • Accessible only to authorised personnel
  • Properly tracked and accounted for
  • Safely disposed of when no longer required

How offsite document storage meets GDPR requirements

Our secure offsite document storage service offers a robust solution to meet these obligations.

1. Physical security

Our purpose-built storage facilities are designed with multiple layers of protection, including 24/7 CCTV surveillance, secure access controls, intruder alarms, fire detection and suppression systems, and climate regulation. These measures protect against theft, damage, or unauthorised access.

2. Controlled access

All visitors to our facilities must book in advance. Upon arrival, they are signed in and escorted at all times. Internal areas are access-controlled via swipe cards, and monitored with CCTV to ensure movement within the premises is logged and secure. This supports GDPR’s principles of access minimisation and data confidentiality.

3. Clear audit trails

We maintain comprehensive records of who accessed which documents and when.  This audit trail is essential for demonstrating compliance in the event of a data protection audit.

4. Data retention and secure destruction

We help our customers manage document retention schedules in line with GDPR requirements, so that data is not held when it is no longer required. When documents reach the end of their retention period they are securely shredded and a certificate of destruction issued.

5. Disaster Recovery Support

Storing documents offsite ensures that critical records remain secure and accessible even in the event of a fire, flood, or other disruption at your premises, or loss of access to your premises due to a major incident nearby. Offsite storage forms a key part of a resilient business continuity plan.