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Procurement Market Intelligence Report

Document Storage Services
Sourcing Guide & Market Trends

Comprehensive intelligence for making smart purchasing decisions

Learn about actual and potential costs

How much should I pay for Document Storage Services?

What is the average price of Document Storage Services?

This procurement report includes pricing information to help you purchase Document Storage Services. Our analysts provide a benchmark price and a price range based on key pricing factors to help you understand what you should be paying for this specific product or service. To see the average price for this and hundreds of other products and services, subscribe to ProcurementIQ.

Has the price of Document Storage Services been rising or falling?

Analysts look at market data from the previous three years to determine an overall price trend. You can use the recent price trends to help you understand price volatility and plan your budget.

I’m not ready to purchase Document Storage Services yet. Will I pay more if I wait too long?

We forecast the next three years of price movements by looking at factors likely to affect the market's supply chain, such as inputs, demand and competition. You can then use the price forecast to figure out the best time to purchase.

What other costs are associated with purchasing Document Storage Services?

Our analysts calculate the total cost of ownership and assign a level of low, moderate or high, depending on things like customization, integration and installation. Use this information to budget for Document Storage Services with a reduced risk of unexpected costs.

See how we display average pricing information, trends and market data.

Find the vendor to meet your needs

Where can I purchase ?

The document storage services market consists of about 1,600 suppliers and exhibits a moderate level of market share concentration. Although the top four players control almost 50.0% of total market revenue, the rest of the market is somewhat fragmented, with small and midsize firms catering their services to local and... Subscribe to learn more.

Questions to ask potential suppliers

How can I gain leverage during negotiations?


Can you accommodate the additional documents at the rates quoted in the contract agreement?

What inventory tracking systems do you have in place? Do you use a computer-based inventory tracking system?

Can you provide a disaster and recovery plan in case of any catastrophic events, including but not limited to fire, flood, earthquake, theft and other damage?

Are you able to cover any costs in case of catastrophic events? Can you provide proof of appropriate insurance?

Service Transferring

Can you take full responsibility for transferring my company's records from the current storage facility to your facility?

What measures do you implement to ensure the safe transfer of documents to your facility? What do you do when damage occurs?

Can you provide an inventory report upon the completion of record transferring?

How do you deal with potential service disruptions?

Has the coronavirus pandemic disrupted your ability to perform services? How?

Off-Site Document Storing

What measures do you undertake when you begin to run out of space in your facility?

Do you outsource your storing operations to a third-party provider? If so, what services do you outsource?

How do you take advantage of outsourcing? Do you use inventory management systems for organizing and tracking purposes?

What technology do you use to protect documents from physical damage or unauthorized access?

How fast can I receive my documents if they are stored off-site? Has this changed as a result of regulations and guidelines amid the coronavirus pandemic, such as the temporary closure of nonessential businesses?

Permanent Removal & Destruction

What are your permanent removal or withdrawal fees?

Do you also have account closing fees?

If I close my account with my current vendor, do you provide any assistance in offsetting the permanent withdrawal fees?

Do you provide document destruction services, including shredding or incineration? Will you be able to provide a certificate of destruction?

How do you maintain the confidentiality of destroyed records during the destruction process?

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Key elements for every RFP

What should my RFP include?

Project Budget

Buyers should request vendors to provide a price quote regarding the proposed project.

Buyers should request the cost of permanent removal or document destruction service costs and fees in case those additional services are needed.

Buyers should request vendors to specify the payment schedule.

Selection Criteria

Buyers should select vendors that have the desired storage boxes and available storage space.

Buyers should select vendors that are within their geographic area.

Buyers should select vendors that meet the required level of security.

For a detailed list of key selection criteria, buyers should reference the Buying-Decision Scorecard section of this report.

Project Schedule

Buyers should include the date when proposals are due.

Buyers should include the date when documents should be transferred.

Buyers should include their preference for contract lengths and renewal schedules.

Buyers should include when the contract award will be announced.

Evaluate major factors to mitigate risk

How risky is the supply chain?

There is moderate supply chain risk associated with document storage services. Although some suppliers' inputs are subject to high price volatility (particularly paperboard), these inputs are widely available, and the likelihood of a supply shortage is low. Suppliers that typically source their materials internationally are subject to a heightened risk... Subscribe to learn more.