Government Document Management Solutions for Public Agencies and Municipalities
Is your government agency or municipality struggling to keep up with growing volumes of sensitive records while staying compliant with public records laws and retention schedules?
Government agencies manage large volumes of sensitive records every day, from financial records and contracts to public records and compliance files. Record Storage Systems provides secure, compliant government document management solutions designed to support municipalities, public agencies, and local governments across North Carolina.
We partner with cities, counties, towns, public utilities, courts, and government departments to simplify document storage, scanning, shredding, and records management while meeting regulatory and retention requirements.
What we offer
Common Government Records We Store
- Public records and administrative files
- Financial and accounting records
- Personnel and employee records
- Contracts and procurement records
- Permits and applications
- Property and land records
Supporting Government Finance, AP, and Purchasing Departments
Managing financial records in the public sector comes with unique demands like strict oversight, audit trail requirements, and the need for transparent, repeatable workflows. Record Storage Systems helps government finance, accounts payable, and purchasing teams automate up to 95% of document management through simple workflows that reduce paper handling and improve visibility across departments.
We help government organizations improve document processes related to:
- Routing documents between departments
- Managing invoices and check requests
- Submitting, tracking, and approving payments
- Confirming payments and maintaining audit trails
- Reducing processing time and manual data entry
If you manage or support any of the following areas, our services are built for you:
- Accounts payable (AP)
- Invoices and check requests
- Purchase orders
- Grants and contracts
- Vendor payment management
Our services include:
- Secure Offsite Document Storage: Store physical records in a controlled, compliant records center built to meet public sector security standards and retention requirements.
- Document Scanning & Digital Conversion: Convert paper records to digital formats to support paper reduction initiatives and improve access across departments.
- Electronic Document Management: Implement fast, secure digital retrieval systems that reduce response times and allow staff to locate records without leaving their desk.
- Secure Document Shredding: Protect sensitive government information with certified destruction services, including on-site shred consoles for ongoing needs.
- Record Pickup & Delivery: Reliable scheduled pickup and delivery services to support daily operations without disruption to your team.
A Trusted Partner for Public Sector Records Management
Government records aren’t just paperwork. They’re public assets that carry legal, financial, and operational weight. Record Storage Systems understands the unique demands of the public sector, from open records requests to multi-department document workflows. Whether you’re managing a single department’s filing backlog or implementing an agency-wide records management program, we deliver practical, scalable solutions that work within public sector environments and budgets.
Partnership with the Charlotte Cooperative Purchasing Alliance (CCPA)
Record Storage Systems is an approved vendor through the Charlotte Cooperative Purchasing Alliance (CCPA), allowing eligible government organizations to access document management services without the need for a separate bid process.
Through the CCPA contract, government entities can procure:
- Offsite document storage
- Document scanning and digital conversion
- Secure document shredding services
This cooperative purchasing agreement streamlines procurement while ensuring full compliance with public purchasing requirements, saving your agency time, administrative burden, and the cost of a competitive bid process.
Key Benefits of Partnering with Record Storage Systems:
- Free Up Valuable Office Space: Move inactive and semi-active records offsite to reclaim storage space for higher-priority use.
- Reduce Compliance and Security Risks: Protect sensitive government information with secure, professionally managed record handling and certified destruction.
- Improve Response Times: Access records quickly through fast retrieval and digital document management tools, including for public records requests.
- Streamline Operations and Increase Productivity: Reduce manual data entry and paper-based workflows so your staff can focus on serving the public.
- Predictable, Transparent Pricing: Budget confidently with clear, consistent pricing designed for the needs of public sector organizations.
- Local Expertise: With deep experience supporting government entities, we deliver practical solutions that fit the way government actually works.
Frequently Asked Questions
What records retention schedules apply to municipal or state government agencies?
Government records are generally subject to retention schedules established by state archives, records management authorities, or other applicable agencies. Requirements vary by jurisdiction and record type. Record Storage Systems can help government organizations organize records according to their approved retention schedules.
What security protocols does your facility follow for sensitive government records?
Record Storage Systems uses monitored facility security, restricted access, and documented chain-of-custody procedures for stored records. These controls help protect sensitive government documents from unauthorized access, loss, or improper handling.
Can you support records management across multiple departments or municipal locations?
Yes. Record Storage Systems can centralize records from multiple departments and locations while maintaining organized storage, retrieval, and retention processes. This gives agencies a consistent way to manage archived records across offices.
What happens to records once they reach the end of their government-mandated retention period?
Once records reach the end of their approved retention period, Record Storage Systems can securely destroy them according to the applicable schedule and authorization process. We provide a certificate of destruction to document when the records were destroyed.
Ready to Simplify Government Document Management?
Whether your agency manages financial records, public documents, or compliance-driven files, Record Storage Systems can help you modernize document management and improve efficiency without adding burden to your staff or budget.
Contact us today to learn more about our government document management solutions and cooperative purchasing options through the CCPA.