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Secure Storage & Inventory Management
Project Overview
Northern Archives, a legal document management company, needed secure, climate-controlled storage for client files that must be retained for 7+ years under legal requirements. With office space becoming expensive and limited, they required an offsite storage solution with strict security protocols, easy retrieval systems, and full compliance with data protection regulations. The project involved relocating 15 years of archived documents from 3 separate offices to a single secure facility.
Project Goals
- Compliance: Meet legal requirements for document retention and security
- Space Optimization: Free up expensive office space for client-facing operations
- Easy Retrieval: Implement efficient system for accessing archived documents when needed
- Cost Efficiency: Reduce storage costs compared to commercial office space
- Security Assurance: Guarantee confidentiality and protection of sensitive legal documents
Our Tactics & Strategy
1. Comprehensive Audit & Planning
We conducted a full audit of Northern Archives' document inventory, cataloguing every box and filing cabinet with unique reference codes and detailed content descriptions.
2. Secure Transport & Setup
Using secure, GPS-tracked vehicles, we transported all documents in locked containers with chain-of-custody documentation. Each item was checked in at our facility and assigned a specific location.
3. Digital Inventory System
We implemented a cloud-based inventory management system allowing Northern Archives to search and request specific documents 24/7, with same-day or next-day retrieval service.
4. Climate-Controlled Environment
Documents stored in our purpose-built facility with climate control (18-22°C, 40-50% humidity), fire suppression systems, 24/7 CCTV, and restricted access protocols.
Project Info
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Client:
Northern Archives & Document Management
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Project Type:
Business Storage & Document Management Solution
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Start Date:
15th August 2025
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End Date:
Ongoing Service
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Location:
Client offices (multiple sites) → BIMZPRO Secure Storage, Washington
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Storage Volume:
1,200 archive boxes, 45 filing cabinets
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Contract Length:
2-year storage agreement
Results & Success Metrics
✅ 100% security: Zero security breaches or unauthorized access incidents
✅ £42,000 annual savings: Reduced office rent costs significantly
✅ 4-hour retrieval time: Average document retrieval within 4 hours of request
✅ Perfect audit: Passed external compliance audit with zero findings
✅ Space reclaimed: Freed 850 sq ft of prime office space for revenue-generating activities
✅ Scalability: System ready to accommodate 10+ years additional growth
Client Testimony
"BIMZPRO's storage solution solved a major problem for us. Not only did we save substantial money on office rent, but their inventory system makes retrieval faster than when documents were in our own offices. The security protocols exceed industry standards, and we have complete confidence in their service. This partnership has been transformational for our business efficiency."
— Margaret Pearson, Compliance Director
Northern Archives & Document Management