Architects & SurveyorsDocument Storageand Management

Secure physical document storage for Architects

Trusted by a range of clients and businesses

Architecture Document Storage

As a profession, the introduction of CAD has meant that plan drawings for the design of buildings or structures are now all electronic. However, older drawings (A1 / A0) are still in paper format, stored in plan cabinets, or, due to size, rolled up in cardboard tubes. Project files for construction contain far more than drawings, such as photographic information, meeting notes, correspondence, instructions, and more. These files need to be retained for at least 15 years after the project has been finalised, even for the life of a building and more. We have provided secure storage and retrieval for architects.

Architecture Document Storage and Retrieval

Architecture documents are securely stored within boxes in our racking.

Once the documents are received at our document warehouse, in suitable containers for long term storage, they are entered into our database, for storage and retrieval. This stage is pivotal in maintaining the integrity and accessibility of the documents.

It encompasses:

Secure storage solutions, by utilising secure, climate-controlled storage facilities to protect documents from environmental damage and unauthorised access.
Efficient retrieval systems, by implementing advanced retrieval systems that enable quick and easy access to documents as and when required.

Architecture Documents We Manage

Architectural Drawings & Plans

Architects store detailed drawings including floor plans, elevations, sections, and construction details used throughout the design and build process.

Planning Applications & Approvals

Documentation submitted to planning authorities, including applications, approvals, refusals, and correspondence, is essential for compliance and project progression.

Project Specifications

Specifications outline materials, standards, and workmanship requirements, ensuring clarity for contractors and consistency across the project.

Contracts & Agreements

Agreements with clients, contractors, and consultants, including terms of engagement and project scope, must be securely stored for reference and legal protection.

Site Reports & Inspection Records

Site visit notes, inspection reports, and progress updates provide a record of construction activity and help ensure quality and compliance.

CAD & BIM Files

Digital design files, including CAD drawings and BIM models, are critical working documents that require secure storage and version control.

Health & Safety Documentation

Risk assessments, method statements, and CDM documentation are vital for ensuring safety compliance across all project stages.

Tender Documents

Tender packs, contractor submissions, and evaluation documents are key to managing procurement and selecting the right delivery partners.

Change Orders & Variations

Records of deisgn changes, client variations, and cost adjustments are essential for maintaining accurate project tracking and accountability.

Client Correspondence

Emails, letters, and meeting notes between architects, clients, and stakeholders provide an audit trail and support clear communication.

Building Regulations & Compliance Certificates

Documents confirming compliance with building regulations, including approvals and completion certificates, are critical for project sign-off.

Project Schedules & Timelines

Programmes, timelines, and milestone trackers help manage project delivery and ensure all stages are completed on schedule.

A selection of our clients

Get In Touch

If you would like further details on our document storage services please click here for a quick quote or reach out to us on 08081 454647.

Other Physical Document FAQs

What sort of boxes do we need to use for storage?

Boxes should be of sufficient construction for stacking on pallets and should not contain material that weighs more than 20kg for each box. We can advise clients on suitable boxes if required. We retain the right to reject boxes delivered to our facility if overweight or of poor construction.

All boxes must be marked by number by client (min 2 box ends) in order for tidy stacking and database entry. Numbering / colour-coding can be used as required by client.

Where are boxes stored?

For over 20 years we have had a separate document storage warehouse facility based near Kings Ripton, Huntingdon, which is CCTV monitored, secure, and alarmed, with intruder and fire/smoke detection. Boxes are rack mounted on pallets.

How do we handle the secure storage of documents?

We can arrange collection in bulk or in smaller quantities, of properly constructed boxes or, the client can arrange for delivery themselves.

Firstly, as boxes are stored in tiered racking in our document storage facility, clients need to use appropriate box size and construction to retain integrity, especially over a long storage period, before filling with files (paper weighs a lot!). We can provide advice on the correct specification and even arrange for the purchase of suitable boxes if required.

Next, all paper-based boxes should be labelled with the minimum requirements being the marking of box ends with the same relevant box number. A list of boxes to be collected for document archive storage should also be emailed in advance, to act as a check list on delivery.

Once received, we check the boxes in and enter the details such as bay location onto our database. We also confirm receipt and notify the client of any boxes that don't meet the agreed storage standards.

How quickly can boxes be returned from storage?

Options include a standard 48 hour turnaround from client retrieval request, or an emergency 24 hour service for more time-sensitive retrievals. Boxes will be delivered via our secure courier service.

Is there a minimum contract period?

Yes, the minimum contract period for storage is two years.

Do you provide a confidential shredding service for records that are beyond their required storage lifespan?

Yes, assuming the client can provide accurate information (i.e. advance notice of destruction dates for stored boxes). We will then add this information to our database and schedule these for confidential on-site shredding. However, we will always send a destruction order for the client to sign off at least 1 month before the scheduled destruction date.

Costs for this service are based on weight, which will be quoted on an ad-hoc basis.

Where do you offer archive storage and which industries do you work with?

We deliver secure archive storage and document storage services across a broad range of UK locations, including key commercial areas such as Cambridge, London, and surrounding regions, with reliable access to stored records when needed.

Our services are trusted by organisations across multiple sectors that require structured and compliant physical document storage, including medical, legal, manufacturing, and public sector environments.

To see the full list of areas we cover and sectors we support, visit: Document Storage Locations and Sectors.

Enquire today about our document storage services for architecture firms

Please contact me to discuss my document storage requirements