The growing challenge of on-site records storage
The effective management of physical patient records remains a considerable challenge for NHS Trusts. As record volumes increase, so does the demand for storage space, placing additional strain on facilities where clinical capacity is already at a premium. Maintaining on-site archives not only limits the availability of space for frontline services but also introduces operational inefficiencies that affect administrative workflows and, ultimately, patient care.
Download our full white paper hereThe financial burden of paper storage is significant. NHS England has previously estimated that the cost of maintaining on-site records falls between £500,000 and £1 million per Trust annually. These figures are expected to rise further in line with increasing property and resource costs. These expenditures, coupled with the space constraints posed by growing record libraries, highlight the urgent need for a more efficient and sustainable approach to records management.
Off-site storage solutions offer a cost-effective, compliant, and scalable alternative, enabling NHS Trusts to optimise their use of clinical space while maintaining structured, secure, and rapid access to patient information.
The hidden costs of on-site storage
While on-site storage may be perceived as the most accessible option, it introduces a range of inefficiencies that impact both resources and service delivery:
- Space Constraints – NHS Trusts dedicate an average of 1,667m² to paper records, limiting their ability to repurpose valuable space for clinical use.
- Operational Inefficiencies – Manual record retrieval processes increase the risk of delays, misplaced files, and fragmented patient histories, all of which can compromise care continuity.
- Administrative Overhead – Trusts must allocate staff to track, retrieve, and manage thousands of records daily, diverting resources from core healthcare services.
One NHS Trust successfully freed up space equivalent to 10,000 additional beds by relocating records to an off-site facility, while another, handling 1,500 record retrievals per day, was able to redeploy staff to patient-facing roles, improving operational efficiency.
A strategic approach to off-site storage
The transition to off-site storage does not mean reduced accessibility. With the integration of barcode tracking, metadata management, and automated retrieval systems, records remain readily available while reducing the administrative burden on NHS teams.
Find out moreHow does Restore Information Management support NHS Trusts with secure off-site storage?
- Space Optimisation – Freeing up hospital real estate for patient care and clinical operations.
- Conduct a full compliance “open-the-lid” audit to review box contents and retention details.
- Barcode Tracking & Audit Trails – Ensuring record accuracy, security, and compliance with regulatory standards.
- Automated Record Retrieval – Minimising delays in accessing patient information.
- Secure & Compliant Storage – Adhering to NHS data security and governance frameworks
For example, a specialist eye hospital implemented Restore Information Management’s automated record-ordering system, significantly reducing the cost and inefficiency of retrieving notes for cancelled appointments. By eliminating unnecessary retrievals, the Trust achieved measurable cost savings and improved service delivery.
Enabling smarter healthcare information management
Effective records management is not solely about storage; it is a critical enabler of operational efficiency, cost reduction, and improved patient care. By transitioning to secure off-site solutions, NHS Trusts can optimise resources, maintain compliance, and streamline access to vital healthcare information.
Our white paper gives NHS Trusts and healthcare leaders valuable insights into optimising records management, cutting costs, and maximising clinical space. Discover how Trusts can strengthen data security, enhance patient care, and adopt smarter, more efficient processes for long-term digital transformation.
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