Document Management and Storage for Schools, Colleges & Universities

With increasing regulation and compliance, schools, colleges, universities and other educational institutions, are faced with an ever increasing mountain of documentation related to these dynamics. And with additional recent factors such as RAAC affecting even the very building foundations, maintaining and protecting records can be key. Off site storage of all these types of documents can alleviate space issues whilst still be available when required. Dynamics include:

Security: Off-site storage facilities often provide enhanced security features compared to on-site storage options. This includes protection against theft, unauthorised access, and physical damage, ensuring sensitive documents like student records, financial information, and personnel files and all records affecting the operation of the educational establishment, are kept safe, yet accessible.

Compliance and Regulation: Educational establishments are often required to retain records for specific periods due to legal, regulatory, or accreditation requirements. Off-site storage facilities can help manage these records in compliance with these requirements, providing systematic archival and destruction processes, as and when retention periods elapse.

Space Management: Schools and universities often face space constraints. By storing paperwork off-site, educational institutions can better utilise their on-campus space for academic purposes, rather than for storage. This can be especially important in urban areas where space is at a premium.

Cost-Effectiveness: For many institutions, off-site storage can be more cost-effective than on-site options, especially when considering the investment in security, climate control, and space. Off-site solutions can provide scalable storage options that grow with the institution's needs without significant upfront investments.

Focus on Core Activities: By outsourcing the storage of important paperwork, educational institutions can focus their resources and attention on their core mission: education. This can lead to better allocation of staff time, financial resources, and physical space to support teaching, learning, and research activities.

By leveraging off-site storage, educational establishments can enhance the security, accessibility, and preservation of their important documents, while also optimising their operational efficiency and compliance with regulatory requirements.


If you would like further details on The IPC Group’s document storage services, please click here or call us on 08081 45 46 47.