Document Storage & Archiving in Berlin for Businesses
What is Document Storage?
Document storage refers to the secure external archiving of business records, personnel files, and documents in compliance with statutory retention periods. Companies benefit from protected storage spaces, digital indexing, rapid document retrieval, and GDPR-compliant archiving and document destruction.
Secure Document Storage according to GDPR in Berlin
Many business documents must be stored in compliance with the law for years. External document storage frees up space in the company while ensuring secure, structured, and fully traceable archiving of your documents at all times.
In our modern storage spaces in Berlin-Charlottenburg we archive document files for companies, law firms, medical practices, and organizations under high security standards. All storage areas are Heated, video‑monitored, alarm‑secured, and equipped with electronic access controls.
Across more than 12,000 m² of storage space and an additional 1,400 pallet spaces, we offer flexible solutions for long-term document retention and archive logistics.
12.000 m²
Storage Space
1.400
Pallet Spaces
Video-Monitored
Warehouses
Alarm-Secured
Storage Spaces
Freight Elevators
up to 6-Ton Payload
Heated Storage Spaces
with Electronic Access Control
Which Businesses Benefit from External Document Storage?
Our document archiving solutions are especially suitable for companies and organizations with long-term documentation and retention obligations.
Typical Sectors:
- Tax Advisors and Law Firms
- Medical Practices and Facilities
- Property Management Companies
- Industrial Companies
- Insurance Companies
- Human Resources Departments
- Public Institutions
- Construction and Project Companies
We handle both individual archive collections and the complete external archiving of large volumes of documents.
Digital Archiving & Modern Archive Logistics
If required, we can collect your document files directly from your premises and transport them securely to our archives in Berlin. There, all documents are systematically recorded and digitally indexed using modern archiving software.
Through an SSL-encrypted, web-based application, you can manage and search your document collections at any time, and easily request individual files. Our flexible delivery and collection service ensures rapid access to your archived records.
Statutory Retention Periods for Documents
Companies are legally required to retain numerous business documents for several years. The duration depends, among other factors, on the German Commercial Code (HGB), the German Tax Code (AO), and the GDPR.
Typical Retention Periods:
- 10 years for accounting records and annual financial statements
- 8 years for booking receipts
- 6 years for business correspondence
- Longer periods for personal data or medical records
Professional document storage helps businesses comply with statutory requirements securely and traceably.
Find out more: Aufbewahrungsfristen
How Our Document Archiving Works
1. Document Collection:We pick up your files directly from your premises.
2. Recording & Indexing: All documents are systematically recorded and digitally indexed.
3. Secure Storage: Archiving takes place in monitored and secured storage spaces.
4. Access & Delivery: Required documents can be requested and delivered at any time.
5. GDPR-Compliant Destruction: After retention periods expire, we destroy documents in compliance with data privacy regulations upon request.
GDPR-Compliant Document Destruction
Once statutory retention periods expire, we automatically and securely destroy your documents upon request in compliance with GDPR and in accordance with DIN 66399 up to protection class 3.
The secure destruction follows high safety standards. Afterward, you will receive a certificate as proof of proper document destruction.
Digitalisation of your records
Upon request, we digitize your document collections in cooperation with experienced partners. Modern, high-performance scanners efficiently capture documents and generate searchable PDF files, complete with quality control and reporting.
Digitization facilitates rapid access to documents, reduces required archive space, and supports modern digital workflows.
Benefits of External Document Storage
High space requirement in the office
More free office space
In-house management required
Professional archive logistics
Higher security risk
Video-monitored storage spaces
Limited scalability
Flexible storage capacities
Manual search effort
Digital indexing
High organizational effort
Structured archiving processes
FAQ – Frequently asked questions
Can I also archive my files digitally?
Yes, records can be stored with the help of modern archiving software. Using a web-based, SSL-encrypted application, you can view your file inventories at any time and order individual files as required
Where are the files stored or archived?
Your files will be stored in Berlin-Charlottenburg in modern, secure and heatable areas. All our warehouses are video monitored and secured by alarm systems and electronic access controls.
Can I also digitalise my files?
Yes, on request, we can also offer you the digitalisation of your records in collaboration with a competent cooperation partner. High-performance scanners record your data inventory and deliver searchable PDF formats as well as reports for quality control.
Can I also have files destroyed?
Yes, after expiry of the retention periods, we will automatically destroy your Files upon request in accordance with high security standards that comply with the GDPR and up to protection class 3 of DIN 66399. Afterwards you will receive a certificate confirming that your files have been destroyed in accordance with data protection regulations.
How long must documents be retained?
Statutory retention periods for documents depend, among other things, on the German Commercial Code (HGB) and the German Tax Code (AO). Many business records, such as accounting documents or annual financial statements, must be archived for up to 10 years. Business letters and other documents are often subject to a 6-year retention period.
How much does external document storage cost?
The costs for external document storage depend, among other factors, on the volume of the documents, the required storage space, the frequency of access needed, and additional services such as transport, indexing, or digitization. We would be happy to create a customized quote tailored to your specific requirements.
