How Records Storage Facilities Free Hanoi Office Space
One of our customers, Diễm Hương, an attorney at a small law firm in Ha Dong, western Hanoi, recently shared how she and her colleagues were overwhelmed by stacks of client files.
They struggled to maintain order in their cramped office, where compliance mandates require retaining case documents for 5–10 years. As space dwindled, navigating to their desks became a challenge. With every square meter in Ha Dong increasingly valuable, Diễm Hương was relieved to discover that an external records storage facility could house all their documents securely.
For small businesses like her law firm, as well as accounting firms, banks, and public entities such as chambers of commerce or consulates, efficient records management is critical. An external records storage facility offers a secure, cost-effective solution, freeing up space and allowing businesses to focus on growth rather than paperwork.
Benefits of Using An External Records Storage Facility
External records storage facilities offer businesses of all sorts a practical way to manage documents without sacrificing office space or security.
Here’s why:
Space Optimization
The average small business loses 20-30% of its office space to document storage, according to a 2023 study by the National Association of Professional Organizers. By moving records to an external facility like KingKho’s, businesses reclaim valuable real estate for client meetings or staff workspaces.
Enhanced Security
External facilities provide advanced security features—24/7 surveillance, access controls, and climate-controlled units—that protect sensitive records from theft, fire, or environmental damage. A 2022 report by IBISWorld notes that professional storage facilities reduce document loss risks by up to 40% compared to in-house storage.
Cost Efficiency
Renting a storage unit is significantly cheaper than leasing additional office space. For example, storing records in-house in urban areas can cost €20-€30 per square meter monthly, while external storage units often cost a fraction of that, making it ideal for budget-conscious SMEs and public entities.
Compliance and Accessibility
Law firms and banks must comply with data retention laws, such as Germany’s 10-year record-keeping requirement for tax documents. External storage ensures records are organized and accessible, reducing retrieval time by 50%, per a 2021 Forrester study. Customers manage their own records, giving them full control while leveraging KingKho’s secure infrastructure.
Secure Storage, Not Records Management
At KingKho, our records storage facility in Hanoi provides a secure, cost-effective solution for businesses to store their documents, freeing up valuable office space. While we offer safe, humidity-controlled units to protect your files, we do not provide active records management services, such as retrieving specific documents, scanning pages, or emailing files.
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Feature
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Records Storage Facility (KingKho)
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Records Management Services
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Secure Document Storage
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Yes, climate-controlled units to protect files from humidity
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Yes, often with specialized archival conditions
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Space for Physical Records
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Yes, various unit sizes (1–10+ m²) for businesses
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Yes, tailored for large-scale document archiving
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Document Organization
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Customer organizes their files themselves
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Provider organizes and catalogs files for clients
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Document Retrieval
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No, customers retrieve their own documents
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Yes, staff retrieve specific files on request
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Scanning and Emailing
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No, not offered; customers manage their own documents
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Yes, documents scanned and emailed as needed
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On-Site Security
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Yes, CCTV, access control, and pest protection
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Yes, often with advanced security and restricted access
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Cost Structure
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Affordable rental rates based on unit size and lease term
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Higher costs due to active management and labor
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Best For
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SMEs needing space to store their own records
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Businesses requiring hands-off document handling
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Our focus is on giving you a reliable space to keep your records organized and accessible, so you can manage your documents efficiently while concentrating on your core business activities.
Conclusion
External records storage frees up space, cuts costs, and ensures compliance, letting small businesses and public entities thrive. By choosing a trusted facility, you safeguard your records and your business’s future. Ready to declutter and streamline your operations with a records storage solution?
Why KingKho?
At KingKho, we don’t provide records storage services directly—we empower you to do it yourself with our state-of-the-art storage units. Our facility in Dietenhofen offers flexible, secure, and climate-controlled spaces tailored for SMEs and public entities. Whether you’re a consulate archiving diplomatic records or an accounting firm storing tax files, our units ensure your documents are safe and accessible.
Contact us to get a quote.