5 Reasons To Store Title Deeds Offsite In A Secure Storage Centre

House deeds matter a great deal in legal terms. For law firms, businesses and organisations that have to keep them safe, managing, storing and protecting them can be a real challenge. Storing deeds offsite in a secure facility is a sensible answer.

These facilities aren’t just storerooms or warehouses. Modern offsite storage centres are purpose-built vaults. They are fully equipped to store title deeds safely, along with other key documents such as conveyances, contracts, wills, mortgages and leases.

Keeping deeds in traditional places, like a bank or a solicitor’s office, carries risks. In recent years, there have been reports of banks losing homeowners’ deeds they were trusted to protect. When deeds are lost, replacing them takes a lot of time and money, and can create legal uncertainty.

So what are the main benefits of storing title deeds offsite? Is it cost-effective, and is it secure enough?

5 Benefits To Storing Title Deeds Offsite

High Security

Documents as important as title deeds need the best possible security. A high-security vault, combined with a smart tracking system, keeps house deeds safe.

Security isn’t only about physical protection. Data protection matters too. A storage vault gives you a secure offsite home for all your property documents and files. It includes:

• 24/7 security monitoring systems
• regulated, controlled access
• fire and flood resistant construction
• early warning fire and smoke detection systems
• environmental monitoring for long-term preservation
• fully vetted, screened and trained professionals
• data protection policies and procedures

Inventory Tracking

People new to modern record centres often worry that documents are more likely to get lost. In fact, the opposite is true. A high-tech tracking system follows each document through every stage of its life. This means your offsite inventory:

• has enhanced search capabilities (based on date, department, retention period, etc)
• boasts superior retrieval management
• produces customised reports
• can handle web-based file requests

Greater Cost-Effectiveness

Managing paper files in-house comes with costs that offsite storage avoids. A dedicated record centre is designed to make the most of every bit of space, so it costs less. The savings come from things like:

• the office space (sqms) needed to store large numbers of deeds and rental rate per square metre
• having sufficient filing cabinets
• maintaining the filing cabinets
• investment in security standards necessary to keep deeds safe

Document Preservation

Storing deeds safely is about more than stopping hacking or unauthorised access. It is also about the conditions they are kept in, so they are preserved for years. Storage vaults are temperature-controlled and resistant to fire and flooding. Moisture, mould, fire and flooding can’t damage your deeds over time.

On-Demand Retrieval

Offsite storage has clear benefits, but your deeds are no longer in the office. That isn’t a problem. Every deed is catalogued digitally and stored in clearly labelled boxes, so you can get any document back on demand.

Each deed has a unique barcode, so vault staff can find it straight away and retrieve it quickly. The original can then be delivered to your office, or a scanned copy can be emailed to a client within minutes.

Are You Looking To Safely Store Your Deeds?

Kefron offers a dedicated Vault Storage service for companies. It gives your deeds and key documents the highest level of security and carefully controlled conditions to preserve them.

We also offer Safekeep, a storage service designed for house deeds and important personal documents, in our own purpose-built record centre.

To learn more about these services and our full range of Document Storage and Records Management services, just contact us to speak to the Kefron team.