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Document storage in Montreal
Paper still takes up space. Accounting firms, law offices, clinics, property managers, contractors and small businesses keep years of files for legal, tax and operational reasons. Archive boxes fill back rooms, basements and expensive office square footage. Moving offices makes the problem obvious: do you really want to pay to move and house decades of records in your new space?
Déménagement NST Moving & Storage offers secure document storage across Greater Montreal. Our crew picks up your archive boxes, records them on an inventory, stores them in our secure facility and delivers specific boxes back when you need them. Climate-controlled space is available to protect paper from humidity.
Who uses document storage
- Law firms, notaries and accounting practices.
- Medical, dental and healthcare clinics.
- Property managers and real estate offices.
- Construction and engineering firms.
- Schools, non-profits and associations.
- Small businesses and home-based businesses.
- Companies relocating or downsizing offices. See office moving.
How document storage works
- Box preparation. Your staff pack files in archive boxes, or we supply boxes.
- Numbering. Each box is numbered and sealed, and you keep a description of its contents.
- Pick-up. Our crew collects the boxes from your office.
- Storage. Boxes are stored securely and organised by number.
- Retrieval. Need a box? Tell us its number and we deliver it.
- Return or disposal. Boxes can be returned permanently, or records past their retention period can be sent to a certified shredding provider.
Protecting confidential records
Quebec’s privacy law requires organisations to protect personal information, including paper records. Our approach keeps your boxes sealed and numbered, handled by our crew, transported directly and stored in a secure facility. You control what is stored and what is retrieved. For moving sensitive records between offices, see our government office moving and medical office moving pages for our chain-of-custody options.
Why climate control matters for paper
Paper absorbs moisture. Montreal’s humid summers and dry winters can cause documents to curl, yellow or develop mould over years. For long-term archives, climate-controlled storage keeps conditions stable and protects your records.
Document storage costs
| Factor | Why it matters |
|---|---|
| Number of boxes | Space needed. |
| Length | Short or long-term archives. |
| Climate control | Recommended for long-term paper storage. |
| Retrievals | Deliveries of individual boxes. |
| Pick-up | Collected from your office. |
Tips for organising archives
- Use standard archive boxes of the same size.
- Number every box and keep a contents list.
- Group records by year and type.
- Mark the retention end date on each box.
- Separate records due for destruction.
Areas we serve
We provide document storage pick-up and retrieval across Montreal, Laval, Longueuil, the West Island and the North and South Shores.
Why businesses choose NST document storage
- Sealed, numbered boxes with inventory.
- Secure facility.
- Pick-up and retrieval by our crew.
- Climate-controlled options.
- Combined with office moves. See business storage and all our storage options.
Why businesses move archives off site
Office space in Montreal is expensive, and archive rooms quietly consume a lot of it. A single storage room full of banker’s boxes can cost as much per month as a workstation for a new employee. Paper archives are also a risk inside an office: they are vulnerable to leaks, fires and unauthorised access, and they make every future office move larger and more expensive.
Off-site document storage solves these problems. Active files stay in the office, where your team needs them every day. Inactive records that must be kept for legal, tax or professional reasons move to secure storage, where they are organised, inventoried and available on request. Many businesses find they can reduce their office footprint, simplify their next move and improve the security of their records at the same time.
Retention periods and planning
Most organisations keep records for set periods. Tax and accounting records, employment files, client files, contracts and project documents each have their own retention requirements, which depend on your industry, your professional order and the laws that apply to your business. Before sending records to storage, review your retention schedule with your accountant, lawyer or compliance lead.
Then mark each box with its retention end date. This simple step makes it easy to identify which boxes can be securely destroyed each year and prevents archives from growing forever. When boxes reach the end of their retention period, they can be returned to you for review or sent directly to a certified shredding provider.
Organising archive boxes for easy retrieval
Retrieval is only fast when boxes are well organised. We recommend:
- Standard boxes. Use archive boxes of the same size so they stack safely and fit shelves efficiently.
- One subject per box. Group files by year, department, client or project rather than mixing them.
- A simple numbering system. Number every box in sequence and keep the number on two sides.
- A contents index. Keep a spreadsheet listing each box number, its contents, its date range and its retention date.
- Clear destruction dates. Write the retention end date on each box.
When you need a file, look up the box number in your index and ask us to deliver that box. There is no need to search through dozens of boxes.
Document storage during office moves
An office move is the best moment to rethink your archives. Instead of moving every box from the old office to the new one, move only active files and send inactive archives directly to storage. This reduces the size of the move, frees space in the new office and keeps the new space clean and organised.
Our crew can collect archive boxes from your old office on the same day as your move and take them straight to storage, keeping them separate from the rest of your belongings. See our office moving and commercial moving services for full planning support.
Confidentiality during transport
Confidential records need protection at every step, not only in storage. Our crews handle sealed, numbered boxes, load them together and transport them directly to storage without intermediate stops. For organisations with strict requirements, we can document each handover so you have a record of when boxes left your office and when they arrived. Clinics, law firms, accounting practices and public organisations often choose this option. Under Quebec privacy legislation, organisations are responsible for protecting the personal information they hold, so it is worth confirming your internal procedures before the move.
Document storage for small businesses and home offices
Document storage is not only for large firms. Freelancers, consultants, contractors and home-based businesses also accumulate years of invoices, tax records and project files. Keeping them in a basement or closet takes up space at home and exposes them to humidity. A small number of boxes can be stored securely and retrieved when your accountant needs them. Climate-controlled space is recommended for long-term paper storage. See climate-controlled storage.
Digitising and storing
Some businesses are moving toward digital records but still need to keep original paper for a period. Storage gives you time to digitise gradually, while originals remain safe and accessible. When digitisation is complete and retention periods allow it, originals can be securely destroyed.
Retrieving documents quickly
When an auditor, accountant, lawyer or client needs a file, speed matters. With your box index, you can request specific boxes by number, and our crew delivers them to your office. When you are finished, we collect the boxes and return them to storage, or you can keep them on site if they become active again. Planning regular retrieval days can reduce costs for businesses that need boxes often. For urgent needs, ask your coordinator about the fastest delivery options available.
Document storage checklist
- Review your retention schedule with your accountant or lawyer.
- Pack files in standard archive boxes.
- Number each box and keep a contents index.
- Mark retention end dates on every box.
- Separate records due for destruction.
- Tell us how often you expect to request boxes.
A partner for your records
Your coordinator is your single contact for document storage, from the first pick-up to every retrieval request. This keeps communication simple and ensures your instructions are followed consistently.
Document storage FAQs
Can I get a box back when I need it?
Yes. Tell us the box number and we deliver it.
Is document storage secure?
Boxes are sealed, numbered, handled by our crew and stored in a secure facility.
Do you supply archive boxes?
Yes. We can supply boxes for your staff to pack.
Should documents be climate-controlled?
For long-term archives, climate control is recommended to protect paper.
Can you destroy old records?
We can send records past their retention period to a certified shredding provider.
How is document storage priced?
By the number of boxes, length of storage and retrieval needs.
How do I know how long to keep my records?
Retention periods depend on your industry and the laws that apply. Check with your accountant, lawyer or professional order.
Can you collect archives on the day of our office move?
Yes. We can collect archive boxes during your move and take them directly to storage.
Do you store documents for small businesses?
Yes. We store anything from a few boxes to large archives.
Can I request a single box?
Yes. Request any box by its number and we deliver it.
Can boxes go back into storage after I use them?
Yes. We collect them and return them to storage.
Store your documents with NST
Tell us how many archive boxes you have. We will plan pick-up and secure storage with a clear price.
Call: (514) 458-7786 · Visit: 433 Jarry St W #201, Montreal, QC H3N 1E7
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- 433 Jarry St W #201, Montreal, QC H3N 1E7
- (514) 458-7786
- info@demenagementnst.ca