Store your business’ essential documents securely offsite to save space and ensure compliance.
Protect your business’s digital media in a secure, climate-controlled vault.
Preserve the safety and integrity of biological samples, pathology slides, and critical medical materials with secure, climate-controlled storage.
Optimize storage for pallets and bulk items with secure, scalable solutions ideal for growing businesses.
Secure your essential records like wills, evidence, trusts, and legal documents in our vault.
Easily manage and track your inventory online with Corodata’s secure and user-friendly Client Portal.
Need storage boxes? Order Corodata’s durable, secure boxes online in just a few clicks. Keep your records organized and protected.
Access your physical documents digitally with Corodata’s Scan on Demand service. Deliver secure, on-request scans directly to your device.
Digitize large quantities of documents efficiently with Corodata’s High Volume Scanning. Ensure quick, secure, and accurate conversion to digital files.
Securely access your digital and scanned documents anytime from your desktop, tablet, or phone with CoroVault.
Keep your business compliant and secure with our NAID-certified paper shredding services.
Securely dispose of IT assets with secure data destruction and responsible recycling.
Prevent data breaches with certified hard drive destruction, fully wiping data and ensuring compliance.
Host a shred event to provide secure shredding services to your community at a central location with our mobile shred truck.
We offer a range of secure, locked shred bins and consoles designed to safely store confidential documents and files. Explore our available options today!
Stay informed with the latest records management tips, industry news, and expert insights.
Unlock free exclusive ebooks, templates, and checklists to streamline your business operations.
Access free on-demand webinars to master Corodata’s client portal.
This guide reveals exactly which business records to keep and for how long.
Safeguard your business operations and speed up recovery during a crisis by completing this disaster recovery plan.
Easily maintain HIPAA compliance with our comprehensive checklist.
Since 1948, we have delivered secure records management solutions to help businesses confidently protect and manage their information.
17,000+
Clients Served
9,000,000+
Record Storage Boxes Stored
75+
Years In Business
Agencies that hold public sector records operate under rules that private businesses never face. Personnel files, tax records, permits, and constituent correspondence have to stay confidential while remaining retrievable for public records requests. In some cases, agencies must keep records permanently. As California's largest independent records management firm, Corodata has stored and protected confidential records since 1948. Our facility is on NARA's list of commercial records storage facilities approved for federal agency records, and independent SSAE 18 SOC 1 Type II audits cover our storage, retrieval, and destruction services, renewed every year.
Corodata's government records management solutions cover the full lifecycle with four services under one chain of custody.
Secure government document storage keeps inactive files in barcoded, access-controlled facilities across California. Files stay retrievable by courier delivery or scan-on-demand. Government records storage at our Corona facility meets the NARA standard for federal records. Storage and archiving run on month-to-month agreements, so agencies can add or remove boxes as volume changes.
Media and tape vaulting stores backup tapes, hard drives, and digital media in a climate-controlled vault with restricted access and full tracking. Magnetic and digital media need tighter environmental control than paper, and tapes and drives stored this way are recoverable when systems fail and available when auditors ask.
Document shredding and media destruction dispose of records that have reached the end of their retention period with destruction authorized. NAID AAA-certified shredding covers paper, while certified media destruction covers hard drives, backup tapes, and retired devices. Every job closes with a Certificate of Destruction, so records destruction is documented for the audit trail.
Document scanning converts paper records to searchable digital files. Corodata scans either a full archive at once or high-use records as they come in. Scanned files are available from any workstation while lower-use records stay in offsite storage, and high-volume imaging handles the backlog when a department is ready to go fully digital.
Talk to Corodata about building a secure records management program for your office. From offsite storage and media vaulting to document shredding and media destruction, every service is built to keep your government records and files compliant and audit-ready.
Agencies at every level of government describe the same pressures. Too many records, too many rules, and too little room. Government agencies face six challenges more often than any others.
Government agencies manage large volumes of public records and often need to store more than their buildings were designed to hold. A single city hall or county department can accumulate decades of administrative records, personnel files, and financial records. Contracts, property records, constituent files, historical documents, and permit applications pile on top of those, and the staff responsible for public records storage have to keep all of it organized and findable for years after its active use.
No single retention rule covers all government records, so meeting records retention and compliance requirements start with knowing which level of government the record belongs to. Federal agencies work under the Federal Records Act, which requires each agency to document its functions and decisions and run an active records management program, and NARA sets the standards for how those records are kept. In California, state agencies submit retention schedules to the Secretary of State under the State Records Management Act.
Sensitive and confidential information is found in nearly every government file. Personally identifiable information, employee records, financial and tax data, legal documents, and confidential government information are each protected under their own set of rules. Corodata provides secure storage, controlled access, vetted personnel, and documented handling procedures to control risk.
Maintaining fast access to government records means an archived file has to be produced when someone asks for it. Since records get requested for audits, public records requests, legal matters, and everyday administrative work, they cannot simply disappear into storage. No matter where records are kept, government agencies need a way to find and deliver any one of them quickly. Public requests carry a statutory clock under the California Public Records Act, which allows extra time when records are held at a separate facility.
Critical records must be preserved long term because some can never be destroyed. Property records, ordinances, council minutes, and vital records are permanent, and many others have retention periods measured in decades. Preserving permanent and long-retention records requires stable temperature and humidity, protection from fire and water, and an index that still works thirty years from now.
Business continuity and disaster preparedness depend on records surviving a wildfire, earthquake, or flood. California's records management law requires state agencies to identify the records essential to functioning through a major disaster, because an agency that loses its records can't issue permits, pay staff, or serve the public. Offsite government records storage and media vaulting keep critical records and backup media in a separate facility. If an agency office closes due to an emergency, those records stay intact and retrievable.
Government records compliance requires a storage facility that meets federal standards, an unbroken custody trail, and physical controls that protect records in custody.
NARA-approved records storage is storage in a facility that meets the federal standard for buildings that hold federal records, 36 CFR Part 1234. The standard covers construction, fire and water protection, pest control, and climate control. Every facility on NARA's approved list, including Corodata's facility, was inspected against that standard by a federal agency, which reported the result to NARA before the facility was listed.
For a government agency, chain of custody is the documented record of who handled a file at every step, from the day it leaves the office to the day it's returned or destroyed. Corodata tracks every record through its full lifecycle. Each box is barcoded at pickup, rides in a GPS-monitored truck with auto-locking doors, and is scanned again when it reaches the facility. Retrievals are logged, and each destruction comes with a certificate.
Secure facilities and monitoring keep government records protected while they're in Corodata's custody. Every Corodata storage facility runs under 24/7 video surveillance. Only authorized personnel can access storage areas. Each box is scanned into a shelf location on arrival, and any movement inside the building is scanned and logged.
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