How to Switch Records Storage Providers: A Guide to Finding a Better Offsite Records Storage Alternative
If your company has hundreds—or thousands—of boxes stored with an offsite records storage provider, changing companies can feel overwhelming.
Maybe your monthly records storage bill keeps increasing. Perhaps retrieving a single box or file costs more than you expected. You may be paying administrative, delivery, handling, retrieval, refiling, permanent removal, or other charges that make it difficult to understand what your records storage actually costs.
Or maybe the biggest problem isn't price at all.
You may have trouble getting someone on the phone. You may not know exactly what records are being stored. Your team may have limited visibility into your inventory. Retrieving an important document may take longer than it should. And when you finally start researching alternatives to your current records storage provider, you discover another problem:
Moving your records can seem almost as difficult as staying.
It doesn't have to be.
Businesses can change records storage companies, and the process can be much more manageable when the transition is carefully planned.
The key is to look beyond the monthly storage rate and evaluate the entire records management relationship—including your current inventory, retrieval needs, retention requirements, destruction opportunities, transfer costs, service expectations, and long-term costs.
This guide explains what businesses should know when evaluating records storage alternatives, how to determine whether it may be time to switch providers, what fees to look for, and how a properly planned records transfer works.
What is it actually like to switch records storage providers?
Hear from an Embassy RMS customer who made the switch and learn what their experience was like.
Why Businesses Start Looking for Records Storage Alternatives
Most businesses don't decide to switch records storage providers because of one minor inconvenience.
Usually, frustration builds over time.
An organization may have selected its records storage company many years ago. Employees change, contracts renew, rates increase, companies acquire other companies, and thousands of additional boxes gradually enter storage.
Eventually, someone takes a closer look at the invoices or service and asks:
"Why are we still doing it this way?"
There are several common reasons businesses begin evaluating other offsite records storage companies.
1. Records storage costs keep increasing
A low monthly storage rate doesn't necessarily mean a low total cost.
Businesses should consider the complete cost of managing their records, which can include:
Monthly box storage
File or box retrieval fees
Delivery charges
Rush delivery charges
Refilling or re-shelving fees
Administrative charges
Fuel or transportation surcharges
New-box intake fees
Barcode or indexing charges
Minimum monthly charges
Secure destruction fees
Permanent withdrawal or removal fees
Account termination or closing charges
Individually, some of these fees may appear relatively small. Across hundreds or thousands of boxes—and over many years—they can become significant.
This is why comparing records storage providers based only on the advertised monthly storage rate can be misleading.
The better question is:
What will it actually cost our organization to store, access, manage, destroy, and eventually remove these records?
2. Retrieving records has become difficult
Offsite records storage should create space in your office without making your information inaccessible.
When an employee needs a document, there should be a clear process for locating and retrieving it.
Modern records management can include barcode tracking, online inventory management, physical delivery, and scan-on-demand services that allow an individual document to be scanned and securely delivered electronically when appropriate.
If employees frequently struggle to locate boxes or files, wait too long for retrievals, or lack visibility into what is stored, it may be worth evaluating whether another records management solution would better fit your organization.
3. You don't have a clear picture of your inventory
This can become one of the biggest problems with long-term records storage.
A company might know it has 2,000 boxes in storage without knowing exactly what's inside those 2,000 boxes.
Some may contain records that must legally or operationally be retained.
Others may contain documents that have reached the end of their approved retention period.
Still others may have incomplete descriptions or inconsistent indexing because they entered storage years ago under different procedures.
Without good inventory information, businesses often default to the safest-feeling option:
Keep everything.
Unfortunately, storing everything forever isn't necessarily the safest or most economical records management strategy.
A well-managed records program should help an organization understand what it has, locate records when needed, apply its established retention policies, and securely destroy eligible records when authorized.
4. Customer service has changed
Records storage is unusual because the relationship can last for decades.
Your organization isn't simply purchasing warehouse space. You are entrusting another company with confidential business information and relying on that company whenever you need access to it.
Service matters.
If getting answers requires multiple calls, invoices are difficult to understand, requests disappear into a national support system, or your organization no longer has a dependable point of contact, a lower storage rate may not compensate for the operational frustration.
Many organizations evaluating records storage alternatives aren't necessarily looking for the largest provider.
They're looking for a responsive one.
5. Your original storage provider or contract has changed
Businesses change ownership. Service models change. Contracts are acquired. Billing structures evolve.
The company your organization originally chose may not operate the same way today.
That's a good reason to periodically reevaluate the relationship.
Your records management needs may have changed too.
A business that once needed basic box storage may now want an online client portal, barcode tracking, scan-on-demand access, scheduled destruction, scanning and digitization, or integrated shredding services.
Your records storage program should evolve with your organization.
The Hidden Cost of Staying With the Wrong Records Storage Provider
Changing vendors has a visible cost.
Staying with the wrong vendor often has an invisible one.
Imagine an organization with several thousand boxes of records. Because moving them appears difficult, the company continues its existing arrangement year after year.
Storage rates gradually increase.
Employees continue paying retrieval charges.
Old records remain in storage because no one has implemented a systematic destruction process.
More boxes are added.
Eventually, the company isn't just paying to store necessary business records.
It may be paying to maintain years of accumulated inefficiency.
That's why a records storage review should consider more than:
"What does it cost to move?"
It should also ask:
"What does it cost us if we don't?"
The answer should include monthly storage costs, service charges, employee time, unnecessary inventory, access limitations, and expected costs over several years.
What Are Permanent Withdrawal or Permanent Removal Fees?
One of the most important terms to understand when researching records storage alternatives is permanent withdrawal.
A permanent withdrawal—or permanent removal—occurs when a box or file is removed from a records storage provider and will not be returned to storage with that provider.
This can happen because:
The record is being transferred to another records storage company.
The organization wants the record returned permanently.
The account is being closed.
The business is reorganizing its records program.
Some records storage agreements charge a fee for permanently withdrawing each box.
For a company with a small inventory, that may not be a major issue.
For a business with thousands of boxes, however, per-box permanent withdrawal charges can create a substantial transition expense.
There may also be costs associated with preparing, retrieving, palletizing, transporting, or reconciling inventory during a transfer.
This is one reason organizations sometimes feel trapped by an existing records storage relationship.
They know another provider might be a better long-term fit, but the upfront cost of moving makes the decision difficult.
Don't assume the exit fee makes switching impossible
Before deciding that you cannot afford to move, obtain the actual numbers.
Request information about:
Your current number of boxes and files in storage.
Your current inventory report.
Your current monthly storage charges.
Average retrieval and service charges.
Permanent withdrawal fees.
Any account termination or closing charges.
Transportation or preparation charges.
Contract requirements or notice periods.
Then compare those costs with the expected cost of remaining with the current provider.
A transition expense that appears large in isolation may look very different when compared with several years of higher ongoing expenses.
A prospective records storage provider may also be able to help you evaluate transfer logistics and develop a transition plan.
Before You Move: Determine What Actually Needs to Be Transferred
One of the biggest mistakes an organization can make is automatically transferring every box from one records storage facility to another.
A transition creates an opportunity to improve the entire records program.
Before moving 3,000 boxes, for example, determine whether all 3,000 still need to be stored.
Some records may have reached the end of their established retention period and may be eligible for destruction, subject to your organization's policies, legal requirements, litigation holds, regulatory obligations, and authorization procedures.
If 500 boxes are appropriately authorized for destruction, transferring them to another facility only to destroy them later adds unnecessary work and expense.
Instead, a transition can become an opportunity to:
Inventory. Organize. Transfer. Manage. Destroy when authorized.
That can result in a cleaner and more useful records management system from day one.
Seven Signs It May Be Time to Switch Records Storage Companies
Not every frustrating experience requires changing providers. But several warning signs can indicate that it's worth evaluating alternatives.
1. You can't easily explain your invoice
Records storage pricing does not have to be mysterious.
A business should be able to understand what it is paying for and why.
If your invoice contains numerous fees that your team can't easily explain—or the final monthly cost consistently exceeds what you expected—ask for clarification and compare your total cost with other providers.
2. Your rates have increased substantially
Businesses face increasing labor, insurance, transportation, real estate, and operating expenses, so occasional price adjustments are not automatically unreasonable.
The issue is predictability and transparency.
Can your provider clearly explain your rates?
Do you understand when and why prices change?
Are increases occurring across storage and ancillary services?
Could you reasonably estimate what your records program will cost next year?
If not, compare alternatives.
3. You don't know what's in storage
Your storage provider should not be a black hole where boxes disappear until someone requests them.
Good records management depends on inventory visibility.
At a minimum, your organization should be able to identify and track stored boxes. Depending on your needs, file-level indexing may also be appropriate.
4. Accessing a file is unnecessarily complicated
Physical records are offsite, but the process of accessing them shouldn't feel off-limits.
Ask prospective providers about:
Standard retrieval procedures
Delivery options
Typical turnaround expectations
Emergency or expedited requests
Online ordering
Scan-on-demand
File-level retrieval
Authorized-user controls
Your organization's access requirements should determine which features matter most.
5. You continue storing records that should be reviewed for destruction
Keeping records indefinitely can increase storage expenses and complicate information governance.
Organizations should have a defensible retention policy appropriate to their industry and legal obligations.
Your records management provider can support the operational side of that process by maintaining accurate inventory information and securely destroying authorized records.
The decision about when records may be destroyed, however, should follow your organization's approved retention policies and applicable legal requirements.
6. Service has become impersonal or inconsistent
When your records contain confidential client, employee, financial, medical, legal, or business information, knowing who is responsible for them matters.
Responsive customer service isn't a luxury in records management.
It's part of the service.
7. You're staying only because leaving seems too difficult
This may be the clearest sign of all.
If the primary reason your company remains with a vendor is "moving everything would be a nightmare," it is worth getting a second opinion.
A qualified records storage company should be able to help develop a structured transition plan rather than expecting your employees to manage the entire transfer themselves.
How to Compare Records Storage Alternatives
If you're considering switching records storage providers, request quotes from more than one company—but make sure you're comparing the same things.
A monthly box rate alone doesn't tell you enough.
Compare total cost, not just storage price
Ask each provider for a clear explanation of charges for:
Monthly storage
Initial intake
Barcode setup
Box retrieval
File retrieval
Delivery
Rush delivery
Scan-on-demand
Refiles
Permanent removal
Destruction
Transportation
Administrative charges
Fuel or route fees
Minimums
Contract termination
Then create a realistic scenario based on your organization's actual usage.
If your company rarely retrieves files, storage price may carry more weight.
If employees request records every day, retrieval and delivery charges may have a much larger impact.
The cheapest provider for one business may not be the cheapest for another.
Look Closely at Security and Chain of Custody
Price matters, but records storage is fundamentally a security service.
Your provider may be responsible for medical records, personnel files, legal documents, tax records, financial information, customer data, intellectual property, or other confidential information.
Ask how records are protected throughout their lifecycle.
That includes what happens:
During pickup
In transit
When records arrive at the facility
While boxes are stored
When a file is retrieved
During delivery
When a record is returned
When records are ultimately destroyed
Barcode tracking can provide accountability as boxes and files move through the records management process.
Organizations should also ask about employee screening, facility security, access controls, fire protection, disaster preparedness, documented procedures, and relevant certifications.
Don't simply ask whether a provider is "secure."
Ask what secure actually means operationally.
Make Sure You Can Access Your Own Inventory
One of the most valuable features of modern offsite records storage is visibility.
A secure client portal can allow authorized users to review inventory and submit service requests without relying on spreadsheets, email chains, or someone's memory.
For organizations managing large inventories, this can dramatically simplify records administration.
Before selecting a provider, ask to see how its records management system works.
Is it easy to search?
Can authorized employees access it remotely?
Can you identify boxes?
Can you request retrievals?
Can the provider track individual files when needed?
Can you see activity history?
Technology should make physical records easier to manage—not add another complicated system your team avoids using.
Consider Scan-on-Demand Before Scanning Everything
When companies become frustrated with paper records, one reaction is:
"Let's scan all of it."
Sometimes that makes sense.
Sometimes it doesn't.
Scanning thousands or millions of pages can be a significant project. If many records are rarely accessed and will eventually reach the end of their retention period, converting every page to a digital file may not provide enough value to justify the expense.
A hybrid approach can be more practical.
Physical records remain securely stored offsite. When an employee needs a particular document, the requested file can be retrieved and scanned.
This is often called scan-on-demand.
For the right organization, it provides much of the convenience of digital access without requiring an immediate full-scale conversion project.
Frequently accessed or operationally important records can still be candidates for broader digitization.
The goal isn't to eliminate paper at any cost.
The goal is to create the most efficient way to store and access your information.
What Does Switching Records Storage Providers Actually Look Like?
Every transfer is different, but a well-planned transition generally follows several stages.
Step 1: Review your current situation
Start by understanding what you have.
Gather:
Current invoices
Storage agreement
Inventory reports
Box counts
File counts if applicable
Current rate schedule
Recent service activity
Permanent withdrawal terms
Retention information
Destruction history
This gives the prospective provider enough information to evaluate the project accurately.
Step 2: Identify your goals
Why are you considering switching?
The answer might be:
Lower overall cost
More predictable pricing
Better customer service
Faster retrieval
Better inventory visibility
Local support
Scan-on-demand
Easier destruction
Improved technology
Better chain of custody
Consolidating multiple services
Prioritize these goals before comparing proposals.
Otherwise, it's easy to select a provider based on one attractive number rather than the overall solution.
Step 3: Review the existing agreement
Understand the process and cost associated with removing your inventory.
Look for notice requirements, permanent withdrawal charges, account-closing provisions, transportation requirements, and other applicable terms.
For larger transitions, organizations may also want their appropriate legal or procurement professionals to review contractual obligations.
Step 4: Review inventory and retention status
A transition is an excellent time to clean up the inventory.
Determine whether records can be grouped by department, record type, date, or retention category.
Identify records that may be eligible for authorized destruction.
Do not destroy records simply because they are old. Destruction should follow your organization's retention schedule, applicable requirements, and any legal holds.
Step 5: Develop the transfer plan
Your new records storage company should work with you to determine how boxes will be moved securely.
Depending on the size and complexity of the project, the transfer may happen at once or in phases.
Planning should address:
Transportation
Chain of custody
Inventory reconciliation
Barcode assignment
Scheduling
Facility intake
Access during the transition
Exceptions or missing boxes
Communication between parties
For large inventories, organization matters far more than speed.
Step 6: Reconcile the inventory
Moving boxes isn't enough.
Your organization should know what arrived.
Inventory information should be reconciled so records are accurately associated with your account and can be found when requested.
This is also an opportunity to improve poor or outdated inventory descriptions.
Step 7: Establish the ongoing records management process
Once the transfer is complete, define how the program will work going forward.
Who can request files?
How will new boxes enter storage?
Who approves destruction?
How often will retention dates be reviewed?
How are retrievals requested?
Who should have access to the client portal?
How will invoices be reviewed?
A successful transition isn't simply moving boxes from Warehouse A to Warehouse B.
It should leave your organization with a better records management system.
Should You Move Everything at Once?
Not necessarily.
A company with a few hundred boxes may be able to complete a transition relatively quickly.
An organization with many thousands of boxes may benefit from a phased approach.
For example, records could be moved by:
Department
Office
Geographic location
Record category
Retention period
Activity level
The right strategy depends on your inventory, operational needs, current contract, and transfer costs.
What matters most is maintaining accountability and access throughout the transition.
Local vs. National Records Storage Providers: Which Is Better?
There isn't one answer for every organization.
Large national providers can offer broad geographic coverage and standardized programs across many markets.
Local and regional records management companies can offer different advantages, particularly for organizations whose operations are concentrated in a specific region.
A Texas business evaluating records storage alternatives should consider questions such as:
Who answers when I need help?
Where are my records physically stored?
How quickly can I get a box or file?
Will I have a consistent point of contact?
How transparent is the pricing?
Can the provider scale with us?
Does the company serve our other offices?
Can it also handle secure shredding, scanning, and destruction?
The best provider isn't necessarily the biggest or smallest.
It's the one whose service model fits your organization.
Records Storage Alternatives for Texas Businesses
Texas organizations have unique geographic considerations because offices may be spread across large distances.
A company may have headquarters in Austin, an office in Houston, employees in Bryan-College Station, and another location in Waco.
When comparing Texas records storage companies, consider more than the address of the storage facility.
Ask about the provider's service routes and geographic coverage.
A records management company that routinely services your area may be able to combine records storage with:
Scheduled pickups
File and box delivery
Secure shredding
Records destruction
Scanning
Scan-on-demand
Hard drive and media destruction
Other information management services
Consolidating related services can simplify vendor management and create a more consistent chain of custody.
What Industries Benefit From Professional Offsite Records Storage?
Almost any organization that creates confidential paper records can benefit from professional records management, but some industries have particularly strong needs.
Law firms
Legal files can accumulate quickly.
Offsite records storage allows law firms to free valuable office space while maintaining organized access to closed or less frequently used matters.
Accurate inventory management and dependable retrieval are especially important when a file unexpectedly becomes relevant again.
Medical and healthcare organizations
Healthcare organizations may maintain patient, administrative, financial, employment, and other confidential records.
Security, controlled access, chain of custody, and appropriate destruction procedures are essential considerations when selecting a records management provider.
Accounting and financial organizations
Tax files, financial records, client documentation, and historical business records can consume significant office space.
Offsite storage provides a structured way to retain records according to established requirements without keeping every box onsite.
Engineering and architectural firms
Plans, project documentation, contracts, and historical files can create unique storage challenges.
A professional records management program can help organize and protect these materials while keeping them accessible.
Government and educational organizations
Public entities and educational institutions often manage large quantities of records with formal retention requirements.
Inventory accuracy and systematic disposition become particularly important as record volume grows.
Professional services and growing businesses
You don't need thousands of boxes to benefit from professional records storage.
For a growing company, moving inactive records offsite can reclaim expensive office space and establish better records management procedures before inventory becomes unmanageable.
Questions to Ask a New Records Storage Provider
Before signing a new agreement, ask detailed questions.
About pricing
How is monthly storage calculated?
Are there minimum monthly charges?
What does it cost to retrieve a box?
What does it cost to retrieve an individual file?
Are there delivery charges?
Are there fuel or administrative fees?
Are there refiling fees?
Are there annual rate increases?
Are there permanent withdrawal fees?
What happens if we eventually close our account?
About service
What is the standard retrieval process?
What turnaround should we expect?
Is expedited service available?
Can you provide scan-on-demand?
Will we have a consistent point of contact?
What geographic areas do you regularly service?
About security
How are boxes tracked?
Are employees background checked?
How is facility access controlled?
How is chain of custody documented?
What security certifications does the company maintain?
How are records transported?
How are records destroyed?
About technology
Is there an online client portal?
Can we view our inventory?
Can we request boxes or files online?
Can access be restricted by user?
Can individual files be indexed?
About transitions
Have you transferred large inventories from other records storage companies?
Who coordinates the move?
How will our inventory be reconciled?
How will you maintain chain of custody?
Can we continue retrieving records during the transition?
What information do you need from our current provider?
Can you help us estimate the total cost of switching?
A provider should be comfortable answering these questions clearly.
Don't Ignore the End of the Records Lifecycle
Every box entering records storage should eventually have an answer to this question:
What happens to it next?
Some records will remain in storage for years.
Some will be retrieved permanently.
Some may be digitized.
Others will eventually become eligible for destruction.
A strong records management program considers that entire lifecycle from the beginning.
Otherwise, storage becomes a one-way process: boxes go in, but almost nothing comes out.
Over time, inventory and cost continue growing.
Secure destruction should therefore be part of the records management conversation—not an afterthought.
When records reach the end of their approved retention period and your organization authorizes their destruction, they should be securely destroyed through a documented process.
This helps organizations avoid paying indefinitely to store records they no longer need.
Why Transparent Records Storage Pricing Matters
Records storage is a long-term relationship.
A difference of a few dollars may seem insignificant on a single invoice. Over years and thousands of service transactions, pricing complexity can have a major impact.
That's why businesses should evaluate predictability, not simply price.
Transparent pricing allows an organization to budget accurately and understand the financial consequences of storing, retrieving, destroying, and eventually removing records.
Before signing an agreement, consider asking the provider to model a realistic year of service.
For example:
If we store 1,500 boxes, add 100 boxes during the year, retrieve 15 boxes and 20 files, request several deliveries, destroy 75 eligible boxes, and permanently remove 20 boxes, approximately what would we pay?
That scenario provides far more useful information than comparing monthly storage rates alone.
A Better Records Storage Relationship Should Give You More Control, Not Less
Your records belong to your organization.
Offsite storage should make them easier to manage—not make you feel disconnected from them.
A strong records management relationship should give your team confidence that:
You know what you have.
You know where it is.
You can access it when needed.
You understand what you're paying.
You have a process for retention and destruction.
You know who to call when you need help.
That's ultimately what businesses should be looking for when evaluating records storage alternatives.
Looking for an Alternative Records Storage Provider in Texas?
If you're unhappy with your current records storage company, you don't have to decide today whether to move thousands of boxes.
Start by understanding your options.
Embassy Records Management and Storage works with Texas businesses that need secure offsite records storage, barcode tracking, file and box retrieval, scan-on-demand access, records destruction, and related information management services.
We serve organizations throughout Bryan-College Station, Waco, Austin, Houston, Conroe, The Woodlands, Huntsville, Round Rock, Georgetown, Brenham, and surrounding Texas communities.
Our team can review your existing records storage situation, discuss your inventory and access requirements, and help determine what a transition could look like.
If you already have records stored with another provider, that's okay.
You don't have to figure out the move by yourself.
We can start by looking at:
How many boxes you currently have in storage
What you're paying today
How frequently you access your records
What your existing provider charges to remove them
Whether some inventory may be ready for retention review
What services you need going forward
How a secure transfer could be structured
From there, we can help you determine whether changing records storage providers makes financial and operational sense.
About Embassy Records Management and Storage
Embassy RMS is a Texas records management company providing secure records storage, paper shredding, scanning and digital imaging, hard drive and media destruction, product destruction, and commercial storage services.
Our offsite records storage program includes barcode tracking, secure inventory management, a client portal, retrieval and delivery services, scan-on-demand, and secure destruction for records that have reached the end of their approved retention period.
We believe records management should be straightforward.
You should understand what you have.
You should be able to access it.
You should understand what you're paying for.
And you should be able to talk to a real person when you need help.
Considering Switching Records Storage Providers?
Whether you have 100 boxes or several thousand, the first step isn't moving anything.
It's understanding your current situation.
Contact Embassy RMS for a complimentary records storage review and transition consultation.
We'll help you evaluate your current inventory, storage costs, access requirements, and potential transition expenses so you can make an informed decision about what's best for your organization.
Request a Records Storage Quote
Call Embassy RMS: 800-717-1443
Serving businesses throughout Bryan-College Station, Waco, Austin, Houston, and surrounding Texas communities.
Frequently Asked Questions About Switching Records Storage Companies
Can I switch records storage companies if my boxes are already stored with another provider?
Yes. Businesses can transfer records from one offsite storage provider to another. The process should begin with reviewing your existing agreement, inventory, permanent withdrawal costs, and any applicable notice or account-closing requirements. A new records management provider can then help develop a secure transfer plan.
What is a permanent withdrawal fee for records storage?
A permanent withdrawal or permanent removal fee is a charge that some records storage companies assess when a box is removed from storage and will not be returned. These charges can become significant for organizations with large inventories, so they should be included when calculating the cost of changing records storage providers.
Is it expensive to switch records storage companies?
It depends on the size of the inventory, the terms of your existing agreement, permanent removal charges, transportation requirements, and the services required to establish the inventory with the new provider. Instead of looking only at the upfront transfer cost, compare it with the expected total cost of remaining with your existing provider over several years.
Do we have to move every box to the new storage company?
Not necessarily. A transition can be a good opportunity to review your inventory. Records that have reached the end of their approved retention period may be candidates for authorized secure destruction. Any destruction decision should follow your organization's records retention policies, applicable requirements, and legal holds.
How do companies keep track of thousands of stored boxes?
Professional records storage providers commonly use barcode-based inventory systems to identify and track boxes as they enter storage, are retrieved, delivered, returned, or destroyed. Depending on the program, individual files can also be indexed and tracked.
Can I access documents without having the entire box delivered?
Depending on your records storage provider, yes. Scan-on-demand services allow a requested file or document to be retrieved from storage and converted to a digital image so an authorized user can access the information without waiting for physical delivery of the entire box.
Should our company scan everything instead of using offsite storage?
Not always. Full digitization can make sense for frequently accessed records or organizations pursuing a broader digital transformation, but scanning every historical document can be expensive and unnecessary. Some businesses use a hybrid approach that combines secure physical storage with scan-on-demand and targeted digitization.
What should I look for in an offsite records storage company?
Consider security, chain of custody, barcode tracking, inventory visibility, retrieval speed, client portal access, scan-on-demand capabilities, pricing transparency, customer service, geographic coverage, destruction services, and the terms for eventually removing your records.
How can I compare records storage quotes?
Don't compare only the monthly cost per box. Ask each provider about retrieval, delivery, refiling, transportation, administrative, destruction, intake, permanent withdrawal, and account-closing fees. Then compare the estimated total annual and long-term cost based on how your organization actually uses its records.
Does Embassy RMS help businesses move records from another storage provider?
Yes. Embassy RMS can work with businesses that already have records stored elsewhere to evaluate their inventory, service requirements, transition logistics, and ongoing records management needs. Contact our team to discuss the size and location of your inventory and the requirements of your current storage agreement.
Does Embassy RMS provide records storage in Austin, Houston, Waco, and Bryan-College Station?
Embassy RMS provides records storage and records management services for businesses across multiple Texas markets, including Bryan-College Station, Waco, Austin, Houston, and surrounding communities. Contact Embassy RMS to confirm service availability and discuss your specific location and inventory.
What's the first step if we're unhappy with our current records storage provider?
Start by requesting your current inventory report, reviewing recent invoices, and locating your storage agreement and current fee schedule. With that information, a prospective provider can help you compare your current arrangement with other records storage options and estimate what a transition may involve.
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