When GDPR landed in 2018, most organisations focused heavily on their digital compliance: but what about all those physical records? From patient files in NHS trusts to personnel records in councils, sensitive documents still need proper physical storage that meets GDPR’s strict requirements.

Whether you’re managing medical storage in a hospital, secure file storage in a law firm, or patient records storage across multiple sites, getting your physical archive storage right is just as crucial as sorting your digital systems. Let’s walk through how to design storage that keeps you compliant, secure, and ready for any audit.

Understanding GDPR’s Physical Storage Requirements

GDPR doesn’t just care about digital data: it applies equally to physical records containing personal information. The regulation requires you to ensure appropriate security measures, including protection against unauthorised access, accidental loss, and damage.

For physical storage, this translates into three key principles:

• Data Minimisation: Only store what you need, for as long as you need it. Your archive storage should facilitate easy identification and removal of records that have reached their retention limits.
• Security by Design: Physical security measures must be built into your storage systems from the ground up, not bolted on as an afterthought.
• Accountability: You need to demonstrate compliance through proper documentation, access logs, and regular reviews of your storage practices.

Getting Physical Security Right

Your secure cabinets and archive shelving form the first line of defence against unauthorised access. But effective physical security goes beyond just locking things away.

Location and Environmental Controls

Choose storage locations that are:

• Away from high-traffic public areas
• Protected from environmental hazards (flooding, extreme temperatures, direct sunlight)
• Equipped with appropriate HVAC systems to maintain stable conditions
• Monitored by CCTV where appropriate

Fire and Water Protection

Your archive storage needs protection against disasters. Consider fireproof filing cabinets for the most sensitive documents, and ensure your storage areas have appropriate fire suppression systems that won’t damage documents through water or chemical exposure.

Choosing the Right Storage Solutions

Not all storage shelves are created equal when it comes to GDPR compliance. Here’s what to look for:

Security-Approved Cabinets

When handling sensitive personal data, standard office furniture won’t cut it. Security approved cabinets offer:

• Multi-point locking mechanisms
• Reinforced construction to resist tampering
• Customisable lock options including digital keypads, card readers, or traditional keys
• Fire resistance ratings where required

At Rackline, we’ve supplied councils, NHS trusts, and education providers with made-to-spec secure cabinets that meet their exact compliance needs: from single-door units for small offices to multi-compartment systems for large-scale document storage.

Archive Shelving Systems

Your archive storage racking should support both security and efficiency:

Mobile shelving systems maximise space while maintaining security through integrated locking mechanisms. When closed, unauthorised access becomes virtually impossible.

Static archive shelving with lockable end panels provides excellent security for high-volume storage while allowing authorised staff quick access to frequently needed records.

Modular systems let you adapt your storage as requirements change: crucial when retention periods vary across different types of personal data.

Implementing Access Control and Audit Trails

GDPR requires you to know who accessed what, when, and why. Your physical storage systems need to support this level of accountability.

Physical Access Controls

• Individual accountability: Avoid shared keys or access codes. Each person accessing sensitive records should have their own unique identifier: whether that’s a personal key, access card, or biometric system.
• Role-based access: Not everyone needs access to everything. Design your secure storage to reflect different authorisation levels. Senior staff might access all areas, while junior colleagues only reach specific sections.
• Time-based controls: Some security approved cabinets can restrict access to certain hours, providing an additional compliance layer for after-hours security.

Documentation and Logging

Create simple but comprehensive access logs that record:

• Who accessed which storage area or cabinet
• Date and time of access
• Reason for access (if practical to record)
• Any documents removed or returned

Digital access control systems can automate much of this logging, but even manual systems can work effectively with proper procedures.

Building in Disaster Resilience

GDPR requires you to maintain data availability and restore access quickly after any incidents. Your physical storage strategy needs backup and recovery plans.

Duplicate Storage

For critical records, consider maintaining copies in separate secure locations. This might mean:

• Fireproof storage in different parts of the building
• Off-site secure storage for backup copies
• Digital scanning of physical records (with appropriate digital security measures)

Recovery Planning

Your file storage systems should support quick recovery after incidents:

• Clearly labelled storage sections for rapid location of specific records
• Standardised filing systems that any trained staff member can navigate
• Emergency access procedures that maintain security while allowing rapid response to data subject requests

Practical Implementation Tips

Start with a Risk Assessment

Before choosing any storage racking or secure cabinets, assess what you’re actually storing:

• What types of personal data do you hold physically?
• How sensitive is each category?
• Who needs regular access?
• What are your retention requirements?
• What environmental or security risks exist in your building?

Plan for Growth and Change

Your storage needs will evolve. Choose UK manufactured shelving and cabinet systems that can adapt:

• Modular designs that expand easily
• Standardised components for future additions
• Flexible access control systems that accommodate new users
• Archive shelving that handles different document sizes and types

Train Your Team

The best secure storage systems only work if people use them properly. Ensure your team understands:

• Why physical security matters for GDPR compliance
• How to use access control systems correctly
• Proper procedures for retrieving and returning documents
• What to do if security is compromised

Working with Specialists

Designing GDPR-compliant archive storage isn’t a one-size-fits-all challenge. Different sectors have different needs: what works for hospital storage might not suit a legal practice’s requirements.

At Rackline, we’ve worked with organisations across the public and private sectors to design storage solutions that meet their specific compliance needs. From patient records storage systems for NHS trusts to secure filing solutions for councils handling sensitive citizen data, we understand that every organisation’s GDPR journey is unique.

Our UK manufactured shelving and security approved cabinets come with customisable features: from lock types to access control integration: ensuring your physical storage supports rather than hinders your compliance efforts.

Making It Happen

Getting your physical storage GDPR-ready doesn’t have to be overwhelming. Start with your most sensitive records and work outwards. Focus on getting the fundamentals right: proper secure cabinets, appropriate archive shelving, clear access controls, and solid documentation.

Remember, GDPR compliance isn’t a one-off project: it’s an ongoing commitment. Choose storage solutions that will grow with your needs and support your compliance efforts for years to come.

If you’re planning a storage upgrade or need advice on making your existing systems more GDPR-friendly, we’re here to help. Our team understands both the regulatory requirements and the practical realities of managing sensitive records in busy organisations.

Ready to make your physical records properly GDPR-compliant? Then talk to our team, call: 01782 770144, email: info@rackline.com or fill in the form below and one of our team will be in touch.