Archive storage is the act of keeping important documents and files externally, with the goal of preserving the original data within.
When a company chooses to store a collection of documents externally, it is often due to a lack of space at the company’s own location, the desire to store archives more securely, or legal requirements for document retention. Companies in the Netherlands use external archive storage to safeguard quality management and information security.
Which legal obligations apply?
Archive storage in compliance with laws and regulations means that organisations store their documents in accordance with the Archives Act and the GDPR. The focus is on the integrity, completeness, and availability of information, ensuring that data remains reliable and accessible throughout the defined retention periods.
For certain documents, mainly business and financial records, retention periods are mandatory. These documents must remain unalterable for a specific period of time. This prevents documents from being altered unnoticed or containing inconsistencies. There is no single fixed retention period. A separate retention period is determined for each organisation that falls under these requirements. An audit trail is also required, in which all access and actions are recorded, making it clear at all times who performed which action and when.
Under the GDPR, personal data may only be processed on the basis of a valid legal ground and must be accessible only to employees who genuinely need this data to perform their work. Data is not stored longer than necessary and is deleted or anonymised after the defined retention periods have expired. In addition, all access to and actions involving sensitive documents are recorded, ensuring control, transparency, and accountability, and enabling organisations to demonstrate that they handle information carefully and in compliance with applicable laws and regulations.
Specifications related to laws and regulations for archive storage may differ per country. It is therefore advisable to consult the relevant government website.
Who benefits most from external archive storage?
If you frequently deal with large volumes of paperwork, regular inspections, evaluations, and limited office space, or if you aim for predictable operational costs, archive storage offers the greatest benefits.
In the Netherlands, the following types of organisations often need archive storage:
- Law firms
- Notaries and tax advisors
- Architects
- Construction companies
- Electrical and IT companies
- Trading companies
- Research institutions
- Healthcare institutions
How to determine the right storage capacity
It is difficult to estimate how much storage space you need if you only consider the number of documents you own. That is why capacity planning is recommended. Storage needs become measurable by estimating how many boxes are required to store the documents, which are then converted into shelf meters. Next, you assess how quickly the archive grows and how often access is required. You then estimate the retention periods for the documents and whether special storage measures are necessary, such as placing the archive in a separate locked container.
By creating a capacity plan in advance, you can determine your storage needs more efficiently and gain an indication of the monthly costs.
Who has access when storing archives?
The stricter the access to the archive, the lower the risk that sensitive information is damaged, contaminated, or lost.
Writers, meaning the people who manage the archive, can request access authorisations. Their roles and rights are carefully defined so that only authorised users can access the archive. In addition, escalation paths can be set up for cases where access to sensitive or confidential documents is required, as an extra security measure. This is comparable to two-factor authentication.
Every access to the archive is automatically logged, including the time, the person, and the reason for access. The archive owner can always view who performed which actions via the portal, ensuring that access management remains transparent, controllable, and secure.
The perfect file storage solution to prevent damage
Documents and folders are usually made of fragile material, such as paper. Therefore, it is important that archives are stored in a preservative climate to maintain the stability of printed materials.
According to the Archiefregeling 2024, most printed materials remain in good condition under the following conditions:
|
Values |
Temperature |
Relative humidity |
|---|---|---|
|
Minimum |
13°C |
35% |
|
Optimal |
approximately <18°C |
approximately <50% |
|
Maximum |
22°C |
60% |
|
Maximum daily fluctuation |
3°C |
5% |
|
Maximum seasonal fluctuation |
<5°C per month |
<5% per month |
In addition to temperature and relative humidity, it is extremely important that archives are not exposed to UV-light, water, or dirt.
These risks can be reduced by placing shelving slightly above floor level or using pallets. Consider using layers, archive boxes, and proper packaging materials. It is also important to have a leak detection system in place and to regularly inspect roofs, windows, and window frames.
To prevent contamination, regular maintenance, filtration, and proper packaging measures are recommended. This not only helps prevent dust, mould, and dirt but also keeps pests out and reduces the risk of fire hazards. Always check what measures and plans the storage facility has in place.
What does archive storage cost?
The costs of renting archive storage generally consist of pickup and delivery services and storage costs based on the surface area used.
To understand exactly what is included, request a detailed quotation from the service provider. This ensures clarity about what you receive in return for your investment.
What does the storage process look like operationally
The process may vary slightly per storage provider, but usually includes the following steps:
- Advisory call: the service starts with a conversation in which the organisation’s needs are discussed, and recommendations are provided to make optimal use of the storage space
- Delivery of cardboard boxes: if desired, the organisation can usually order empty archive boxes from the service provider and have them delivered
- Packing documents: using clear packing guidelines, the organisation can safely pack the documents and prepare them for pickup
- Pickup scheduling: an appointment is made to collect the boxes and transport them to the storage location
- Transport with a chain of responsibility: during transport, a strict chain of responsibility is followed, indicating who manages or transports the documents at each moment
- Warehouse intake and barcoding: upon arrival, the boxes are registered, scanned, and provided with a barcode so they can be easily located
- Shelving storage: the boxes are placed in accessible locations, with a controlled climate and protection against UV-light, water, and dirt
- Retrieval and return: organisations can locate and request documents via the customer portal, an application, or customer service, after which the documents are safely returned in their original condition
