Procurement Market Intelligence Report
Document Storage Services
Sourcing Guide & Market Intelligence
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Document Storage Services Global Overview
Definition
Summary
Companies that provide document storage services archive paper records for long periods of time in accordance with applicable laws, regulations, and industry best practices. Some of the documents that suppliers store and retrieve include employee information, medical records, and legal documents. The primary buyers of document storage services are government institutes, healthcare organizations, law firms, financial service organizations, and insurance companies.
This Report Includes:
- Document Storage & Delivery
- Offsite Record Storage
Not in this Report:
- Cloud-Based Storage
- Other Nonphysical Types of Storage
Global Document Storage Services Procurement Trends
Discover the top international trends affecting procurement in the global Document Storage Services market.
Warning Trends
Public sector demand slumps as the government enters shutdown
- On October 1, the US federal government entered a shutdown after negotiations for a new appropriations bill failed.
- During a government shutdown, essential federal government operations, such as law enforcement, air-traffic control, and social security, persist, while nonessential operations are paused and workers involved in these operations are furloughed. Thus, the current shutdown is expected to result in 750,000 federal workers being furloughed, representing a $400 million reduction in daily expenditure by the federal government.
- This significant reduction in federal spending and operations will affect the entire US economy, weakening aggregate demand and slowing economic growth. For example, the 35-day government shutdown in Q1, 2019, reduced aggregate demand in both the public and private sectors, resulting in a 0.2% reduction in GDP growth that quarter.
- The effects of the shutdown are likely to be most acute in markets where the public sector is a major buyer segment, weakening demand and increasing average vendor risk by destabilizing important revenue streams.
- As negotiations for a new appropriations bill to reopen the government remain ongoing, ProcurementIQ will continue to monitor the situation and update this story with the latest information.
Global Document Storage Services Market - Suppliers by Region
| Country/Region | Number of Suppliers |
|---|---|
| #1 Europe | 2,905 |
| #2 United States | 1,600 |
| #3 Oceania & Southeast Asia | 1,425 |
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Geography Drilldown - US, Canada & Europe
Average Cost of Document Storage Services
United States
2026 Market Pricing$20.00 to $XXX.XX
per 100 cubic feet per monthCanada
Europe
Average Price
Prices in the Document Storage Services market range from $20.00 to $XXX.XX, depending on Quantity or Size of Stored Items, Security & Protection, Storage Environment and Supplier’s Location. For example, lower prices are associated with Smaller dimensions (e.g., boxes designed for letter or legal) ($20 to $22 per 100 cubic feet per month), whereas higher prices are associated with Bigger dimensions (e.g., large letter and large legal boxes) ($24 to $30 per 100 cubic feet per month).
Need the scoop on international price trends?
Between our Europe and Canada collections, we provide price data for 350 markets so you can instantly compare prices across borders. Or, use our custom research services for intel on prices in any region across the globe.
Document Storage Services Category Price Trends
Pricing trends are indicated by the compound annual growth rate (CAGR) during a set period of time. For the Document Storage Services market, prices in the US have grown 5.5% from 2022 to 2025. and +0.3% in Europe.
United States (2022-2025)
Canada (2021-2024)
Compound Annual Growth Rate
Europe (2022-2025)
Compound Annual Growth Rate
Wondering where prices are heading?
Price trend forecasts are available to subscribers, along with price driver projections and forward-looking cost structure data.
Cost Analysis - Total Cost of Ownership for Document Storage Services
Total cost of ownership is Medium in the Document Storage Services market. The average cost of ownership differs depending on the contract but generally includes costs negotiated before the contract begins, costs billed during the contract period and unforeseen costs. For example, unforeseen costs in the form of Emergencies may raise the total cost of ownership unexpectedly.
Negotiated Before
Customization
Transportation
Billed During
Insurance
Unforeseen
Emergencies
Buyer Power in Procurement Negotiations
In 2026, buyer power amounts to -2.8 in the United States. Buyer power is most positively impacted by Recent Developments. It is most negatively impacted by Product Specialization. Subscribers can access details on eight other factors that impact buyer power. Learn more
United States
Canada
Europe
Buyer power forecasts: your glimpse into the future
Develop strategies for the upcoming year and identify unforeseen opportunities for buying now
- Actionable "Buy Now" and "Buy Later" insights
- Near-real-time updates to current and forecast Buyer Power Scores
- Methodology and weightings for Buyer Power Score Components
Supply Chain Risk
The average level of supply chain risk is assessed as Medium, which has a negative impact on buyer power. The level of supply chain risk is affected by industry volatility, barriers to entry, competition, import penetration, regulation and industry financial risk. Buyers in this market can mitigate procurement and supply chain management risks by monitoring risk levels for individual first and second tier suppliers:
1st
Tier Suppliers
- Cardboard Box & Container Manufacturers
- Local Freight & Long-Distance Freight Trucking Providers
- Computer, Copier & Office Equipment Wholesalers
- Commercial Leasing Companies
2nd
Tier Suppliers
- Paperboard Mills
- Gasoline & Petroleum
- Computer & Software Manufacturers
- Construction Companies
Biggest Document Storage Services Suppliers in the US by Revenue
The largest Document Storage Services vendors by revenue in the US are National Records Centers Inc., Underground Vaults & Storage Inc. and URM Technologies Inc. Subscribers can sort and filter by market share concentration, profit level and other factors. Learn more
| Supplier | Operational Size | Headquarters | Number of Employees | Market Share (%) | Market Share Performance (3yr trend) | Total Revenue ($ million) | Profit Level (%) | Risk Level |
|---|---|---|---|---|---|---|---|---|
| Iron Mountain Inc. | Global | PORTSMOUTH | >10,000 | 25+ | ||||
| Exela Technologies Inc. | Global | IRVING, TX | >10,000 | < 5 | ||||
| Archive America Inc. | Global | Miami, FL | 25-50 | < 5 | ||||
| National Records Centers Inc. | National | Dallas, TX | 25-50 | < 5 | ||||
| Underground Vaults & Storage Inc. | Regional | Hutchinson, KS | 101-250 | < 5 | ||||
| URM Technologies Inc. | Global | Valencia, CA | <25 | < 5 | ||||
| Vital Records Control | National | Memphis, TN | 1,001-10,000 | < 5 | ||||
Looking for a list of suppliers by country?
Subscribers can access vendor information on Canadian and European suppliers, too. We also offer custom research services to help with vendor sourcing anywhere in the world.
Profit Analysis
The average profit margin across vendors in the Document Storage Services market is 7.0% and steady. Profit levels shift depending on suppliers' spend on wages, purchases and overhead. The highest cost component for vendors is Overhead. The cost trend for this component is stagnating, when considering movement between 2025 and 2026. To understand cost forecasts for 2027 and uncover the implications on profit, start your subscription. Learn more
Vendor & Supply Chain Analysis
Recent acquisitions have increased market share concentration and weakened buyer power because there are now fewer firms to negotiate with.
The growing proliferation of digital records poses a risk of undercutting the demand for traditional document storage services.
The moderate pace of regulatory change somewhat harms buyers because it adds uncertainty to the market.
As the United States is a net importer of filing cabinets, buyers of document storage services must be mindful of the supply chain and pricing volatility that could arise from dependence on foreign markets. Although higher filing cabinet prices could slightly raise the prices of storage services, it's unlikely to have a major impact on the market as a whole.
Supplier Information
Iron Mountain Inc.
Iron Mountain Inc. is a storage and information management services company. It organizes its business into three segments: the Global Records and Information Management segment, which offers records and data management, global digital solutions, secure shredding, and entertainment and media services; the... Subscribe to learn more
Archive America Inc.
Archive America Inc. is a private company operating globally in the administration, business support and waste management services sector. The company's offerings include document storage services, document destruction services and document scanning services. Founded in 1952, the company is currently headquartered... Subscribe to learn more
Exela Technologies Inc.
Exela Technologies Inc. is a public company operating globally in the manufacturing and administration, business support and waste management services sectors. The company's offerings include document storage services, document scanning services and managed print services. Founded in 2017, the company is Subscribe to learn more
National Records Centers Inc.
National Records Centers Inc. is a private company operating nationally. The company's offerings include document storage services. Founded in 1999, the company is currently headquartered in Dallas, Texas, United States of America with an estimated 48 employees. Subscribe to learn more
Underground Vaults & Storage Inc.
Underground Vaults & Storage Inc. is a private company operating regionally. The company's offerings include document storage services. Founded in 1959, the company is currently headquartered in Hutchinson, Kansas, United States of America with an estimated 160 employees. Subscribe to learn more
URM Technologies Inc.
URM Technologies Inc. is a private company operating globally. The company's offerings include document storage services. Founded in 1962, the company is currently headquartered in Valencia, California, United States of America with an estimated 17 employees. Subscribe to learn more
Vital Records Control
VRC Companies LLC is a private company operating internationally in the administration, business support and waste management services sector. The company's offerings include document storage services and document destruction services. Founded in 1988, the company is currently headquartered in Memphis, Tennessee,... Subscribe to learn more
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Procurement Management KPIs for the Document Storage Services Market
Managing vendor performance throughout the contract period is easier when tracking specific key performance indicators (KPIs). For example, buyers should monitor Customer Retention Rate and Customer Satisfaction (CSAT). Buyers may experience better performance throughout their contracts if they establish service level agreements (SLAs) based on Accessibility and other factors.
| KPI | Level of Importance (1-5) | Measurements | Key Considerations |
|---|---|---|---|
| Customer Retention Rate |
|
Number of customers at start of period Number of customers at end of period Number of customers added within period |
The customer retention rate represents the number of customers a company is able to retain over a set time frame. The customer retention rate can be used to determine the extent to which a company’s customer base fluctuates over time. |
| Customer Satisfaction (CSAT) |
|
Number of positive customer responses Number of customer responses |
Customer satisfaction represents customers’ overall satisfaction with a company. Customer satisfaction can be used to determine whether customer improvements are required. |
|
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Questions to Ask During Procurement Negotiations
How can I gain leverage during negotiations?
Experience and Expertise
Can you provide copies of business licenses and certifications of conducting business?
What clients have you worked with in the past that have similar project needs?
Security
How do you prevent privacy breaches?
Can you provide detailed, written operational procedures to ensure compliance?
Contract
Do you have any minimum service charges per order?
Do you charge any markups for the cubic footage of boxes? How do your prices change depending on different box types and sizes?
The ultimate prep for procurement negotations
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Document Storage Services RFP Guidelines
What should my RFP include?
Organizational Overview
Buyers should provide a brief overview of their organization, specifying the number of employees and the type of business.
Buyers should specify the location of the office and business hours for vendors to contact.
Statement Of Need
Buyers should specify the type of information medium to be stored (e.g., paper, CD, film, DVD).
Buyers should specify the dimensions, number and types of storage boxes needed.
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.
The RFP process made easy
Find out how you can access RFP templates for 800+ procurement categories to start writing better, more consistent RFPs.
We display average pricing information, trends and market data.
Our Reports include:
- Opportunity assessment
- Market dynamics
- Recent developments
- Positive and warning trends
- Buyer power levers
- Price environment and market pricing
- Geographic wage rates
- Global market updates
- Total cost of ownership
- Cost structure benchmarks and analysis
- Supply chain and vendors
- Global supplier breakdown
- Market share concentration
- Regulation and business requirements
- Vendor management and KPIs
- Sourcing strategy guidance
