Wills and deeds are two different types of legal documents used to transfer ownership of property in different contexts. Secure will and deed storage is essential for document preservation, legal compliance, protection against unauthorised access, maintaining client trust, safeguarding reputation, efficient retrieval, and reducing liability risks.
This blog will take you through the importance of correctly storing wills and deeds, the most efficient ways to adequately store them, and what to look for in a document storage provider.
The Importance of Securely Storing Wills and Deeds as Vital Legal Documents
Wills and deeds are a cornerstone document in estate planning and property transactions. Therefore secure will and deed storage is not just a matter of professionalism but also client trust.
Preservation of Critical Documents
- Wills and deeds establish ownership, rights, and obligations. Loss or damage can lead to disputes, delays, and financial losses for clients.
- Secure storage ensures these documents are protected from physical risks such as fire, water damage, or natural disasters.
Compliance with Legal Obligations
- Many jurisdictions have specific rules requiring the safekeeping of client documents for a certain number of years.
- Failure to securely store such documents could lead to regulatory penalties or reputational damage.
Protection Against Unauthorised Access
- Sensitive information contained in wills and deeds could be exploited if accessed by unauthorised individuals.
- Secure storage solutions with access controls help prevent theft, fraud, or misuse.
Client Trust and Professional Reputation
- Clients expect legal firms to handle their documents with the highest level of care and professionalism.
- Demonstrating robust security measures enhances client confidence and strengthens the firm’s reputation.
Facilitating Efficient Retrieval
- Secure storage solutions often include systems for easy tracking and retrieval, ensuring documents can be accessed easily when needed.
- This efficiency is vital during time-sensitive situations, such as executing a will or closing a property deal.
Mitigating Liability Risks
- Losing or misplacing important documents could expose a legal firm to liability claims or lawsuits from clients.
- Secure storage reduces the risk of such occurrences, safeguarding the firm’s legal and financial interests.
Preserving and Storing Wills and Deeds Safely
Given their importance and legal nature, wills and deeds should be stored in secure, accessible locations. As misplacing these documents can lead to legal complications, delays and potentially financial loss.
Top tips for safe storage:
- Use temperature-controlled vaults to prevent damage from environmental factors
- Consider professional document storage services for added security and organisation.
- Share their location with trusted legal advisors or family members to ensure accessibility.
Types of Storage For Wills and Deeds
Onsite Storage
Storing wills and deeds onsite is a common choice for law firms or individuals with adequate office space.
Pros:
- Immediate access: You can retrieve the documents whenever needed.
- No third-party involvement: Full control over the security and handling of documents.
- Cost-effective: No recurring fees for offsite storage.
Cons:
- Risk of loss or damage: Fire, floods, and humidity could destroy or compromise documents.
- Limited security: Standard office safes or filing cabinets may not deter theft or tampering.
- Space constraints: Large volumes of documents can quickly overwhelm office storage.
Offsite with a professional storage provider
Using a dedicated storage provider offers specialised services for document management.
Pros:
- Enhanced security: Facilities often include 24/7 surveillance, restricted access, and tamper-proof systems.
- Organised access: Documents are catalogued and can be retrieved on demand.
- Space optimisation: Frees up valuable office space for other uses.
Cons:
- Access time: retrieving documents may take longer, depending on the provider’s processes.
- Recurring costs: involves setup fees and ongoing storage charges.
- Reliance on third party: Requires trust in the storage provider’s systems and practices.
Storage in a temperature controlled vault
This option offers the highest level of protection for sensitive documents.
Pros:
- Optimal preservation: controlled temperature and humidity prevent damage from environmental factors.
- Maximum security: often includes advanced features like biometric access and fireproofing.
- Long-term reliability: ideal for preserving documents over decades without degradation.
Cons:
- Cost: premium security and climate control features come with higher costs.
- Potentially limited access: May require additional steps to access documents, depending on the setup.
What to Look for in a Document Storage Company
Document storage facilities are trusted by various firms to store their important legal documents due to elevated levels of security, organisation and easy retrieval processes.
Key Features to look for in a Document Storage Provider
- Security features such as 24/7 monitoring, restricted access controls, alarm systems.
- Climate control to prevent damage from temperature fluctuations.
- Accessibility and organised retrieval systems.
- Trusted reputation, accreditations and long-term storage options.
How Kelly's Storage Can Help
Kelly’s Storage is a trusted leader in records management, specializing in safeguarding sensitive documents with tailored solutions for businesses and individuals. Our bespoke storage options are designed to meet your unique needs, offering unparalleled protection and peace of mind.
Our vault storage is specifically engineered to protect critical documents like wills and deeds. Equipped with biometric access control, inert gas fire suppression systems, and temperature and humidity controls, it ensures long-term preservation and enhanced security for your most valuable records.
In addition to unmatched security and preservation, Kelly’s Storage provides organised access and maximum convenience through our door-to-door delivery services.
Trust Kelly’s Storage to keep your vital records safe, accessible, and protected for years to come.
Safe, Secure and Accessible Document Storage
- ISO Accredited
- Temperature Controlled Vault
- 24/7 CCTV Surveillance
- Door-to-door Delivery Service
