How do I reduce records storage costs?

Most organizations spend far more than they need to storing records — paper in costly space, and digital data multiplying across systems. The good news: reducing storage cost and reducing risk go hand in hand. The key levers:

1. Dispose of what you’re no longer required to keep

The biggest lever. Over-retention — keeping everything “just in case” — inflates storage, backup, and e-discovery costs and raises breach risk. Applying your retention schedule and disposing of eligible records defensibly (under approved authority, with holds enforced) directly cuts cost.

2. Clean up ROT

Attack the redundant, obsolete, and trivial data clogging your systems — duplicates, expired content, and junk. A defensible ROT remediation often delivers immediate, measurable storage savings.

3. Tier your storage by activity

Move inactive records out of expensive office space or premium storage into a low-cost records center or cheaper storage tier for the remainder of their retention period. Keep only active records in fast, costly storage.

4. Reduce duplication at the source

Define the record copy and treat duplicates as convenience copies, so the same content isn’t retained many times over. Good capture and auto-classification prevent ROT from rebuilding.

5. Digitize strategically (where it pays)

For high-value paper, digitization can cut physical storage — but only if you can dispose of the originals afterward. Don’t digitize low-value records near end of retention.

The throughline

The single most effective move is disposing of records you don’t need to keep, defensibly and on schedule — it cuts storage, discovery, and breach costs at once. The discipline (an approved schedule, reliable holds, documentation) is what lets you do it confidently. See the retention and disposition hub for more.