Long Term Offsite Records Storage, Document Archive & Retention Management Service

Our secure long term document storage with retention planning is an affordable records management service tailored to your individual needs. We can help you free up space and manage your documents, files, records and archives effectively by: storing them at our secure storage facility, providing you with on-demand access to your documents whenever you need it, developing an individual retention plan for each type of file or document, and providing a certified destruction service. You can maximize or re-purpose your existing archive space and eliminate your records management costs while retaining all the benefits of in-house storage and maintaining full regulatory compliance.

Our service includes:

  • Full inventory of your archive and secure transportation to our secure records storage facility
  • Urgent requests processing i.e. on-demand physical delivery or on-demand scanning of requested documents
  • Retention planning with reminders of when your documents can be legally destroyed, certified confidential destruction

Please note that we also offer an alternative solution for customers who wish to store their document archive offsite and have it digitized in its entirety with subsequent destruction of all paper documents. If this is what your organization is interested in, click here.

Document Storage & Retention Planning in Brief

iGuana empties your entire document archive, stores it at its secure records storage facility and registers every single file / document in our unique archive management system. You can consult information about each file / document in real-time via our secure Customer Portal and request for any file / document to be either delivered to you physically (physical retrieval) or in digital format (scanning on demand).

With decades of experience in storing, inventorying, scanning and indexing huge volumes of documents and in managing large-scale records management projects, iGuana offers an easy, secure, and cost-effective solution. You save time, money, effort and focus on your core activites while we manage your archive for you.

Benefits of Secure Offsite Records Storage

  • Your records archive is emptied a.s.a.p.; space can be re-purposed and your operating costs are reduced
  • iGuana conducts a full inventory of your paper archive and all documents are carefully registered
  • Fast and easy access to your documents from your desk at any time via our Customer Portal
  • On-demand delivery of documents physically or in digital format via e-mail or directly into your DMS
  • You have full control over your archive in real time and know exactly where your files are
  • Individual retention plan for each file / document type & identification of what can be destroyed
  • Certified confidential destruction of files / documents that reached the end of their retention period

Professional Services Included

You can rely on our professional, trained and security-cleared staff to take care of your entire document archive. We can do all of the following for you:

  • Pick up your records using dedicated iGuana transport vehicles and deliver to our secure facility
  • Perform a complete inventory of your archive and put it in uniquely numbered archive boxes
  • Classify and separate individual box contents and generate a unique barcode for each file
  • Provide access to our secure Customer Portal with real-time file search & delivery requests
  • Deliver physical documents or scan and deliver them in digital format on demand
  • Develop an individual retention plan for each type of file or document
  • Provide a detailed list of all files or documents that can be legally destroyed
  • Securely destruct paper records and provide you with a destruction certificate

Privacy & Security

iGuana takes matters of privacy, security and data protection very seriously. We have an in-house Data Protection Officer (DPO) on staff who is responsible for ensuring compliance with internal privacy & security policies and implementing procedures in line with GDPR and with the ISO 27001 standard for information security.

  • In-house DPO on staff
  • Strict access controls; 24/7 monitoring
  • Security cameras, video surveillance system
  • Ban on Wi-Fi & mobile phones
  • Background checks & confidentiality agreements
  • Secure transportation & sealed storage
  • Secure file delivery (physical or digital format)
  • Confidential certified destruction

Request Information

We would love to hear from you. One of our specialists will contact you as soon as possible.