I don't think your questions are specific enough to give you the answers you need, and that will be meaningful.  For example, you don't really want to know how much others spend on off-site storage, because obviously that is going to vary by the size of the firm, how much it still generates paper, and what a competitive price for storage actually is in the area.

What would be more meaningful is to ask the per unit cost of off-site storage and the location & size of the firm responding, box sizes, etc., not the average cost.

You also don't really want to know about scanning paper records that are in or going to storage. Don't get me wrong, your storage company would love for you to do this.  That way they get the paper storage costs AND the scanning and prep costs, because most firms are still not comfortable destroying the paper, sometimes permanently, but at least for a year or two.  If you want to do scanning properly, you do it at the beginning of the documents life cycle, where you will get the most benefit, not at the end, when retrieval rates are going to go relatively rapidly downhill.  Costs have come down, but it is still a labor intensive activity, and is a waste of money if you still keep the paper or are scanning records that in more than 80% of the cases, nobody needs to see anymore.

It should be pretty obvious that as long as you don't have exorbitant exit fees, that off-site storage in a warehouse is going to be cheaper than storage records in commercial office space.  Here in NYC many firms are attempting to reduce on-site storage of files because, as one firm saw, they can reduce the amount of office space they need to rent by 50%,  if they are successful in their goal to only allow their attorneys a single credenza to house any paper files they need in the new space they are moving to next year.




William P. Creamer
Records & Retention Manager
Willkie Farr & Gallagher LLP
787 Seventh Avenue | New York, NY 10019-6099
Direct: +1 212 728 3448 | Fax: +1 212 728 8111
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Susan Kain
Sent: Tuesday, October 31, 2017 12:20 PM
To: [log in to unmask]
Subject: [RM] Offsite Records Storage Cost

Hello,
I am researching to see what is an average cost for a company to pay for offsite records storage in the Midwest, My business is located in the Midwest (MN).

Here are my questions:

Do you use offsite record storage?

If yes, not including destruction, what is your average yearly cost for
offsite record storage?
(I'm including all the retrieval cost and any other fees that may apply to record storage but not destruction cost)

If you don’t use offsite record storage, you must store onsite?

Did you do a cost comparison for offsite and onsite?

Are you saving money over time to have your records onsite?

Or are you scanning your paper records instead?

*Do you believe that scanning is cheaper now then it was before?

*What I mean by this is that if you used an company to scan your docs so they are user friendly, searchable for legal and users, quality check, approved format for converting paper to electronic to become the official/governed record, do you feel that the cost has gone down to use an outside resource to convert your paper to electronic.

Thank you,
Susan Kain

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