Liberty Archives empowers nonprofit teams to track every stored box and file with complete confidence. Our advanced inventory management system provides full visibility into your records, showing exactly what is stored, where each item is located, and how it can be accessed at any time.

Nonprofit staff can request records whenever needed—whether it’s a single file, an entire box, or a secure digital scan—ensuring critical documentation is always available for audits, donor reporting, board meetings, or operational decisions. This transparency not only accelerates retrieval but also enforces strict access controls, protecting sensitive donor, financial, and program information while giving your team peace of mind and full accountability over every record.

Liberty Archives offers comprehensive records management services designed to simplify storage while keeping costs predictable and access straightforward:

• Free Retrievals – Access your files anytime without hidden costs.
• Low-Cost Inventory & Pickup Fees – Transparent pricing keeps your storage affordable.
• Lifecycle Management – We manage records from initial storage through secure shredding at the end of their retention period.
• Scan on Demand – Request a digital scan of a file instead of waiting for physical delivery.
• File Requests Made Easy – Retrieve individual files or entire boxes quickly and securely.
• Close-Out Services – When it’s time to relocate or destroy records, our low-cost close-out services make the process seamless.

Nonprofit organizations face a complex landscape of retention and reporting requirements, including donor privacy protections, grant agreements, IRS and tax filing obligations, audit readiness, and internal governance policies. Failing to manage records properly can lead to compliance issues, operational inefficiencies, and risks to donor trust. Liberty Archives helps nonprofits stay ahead of these requirements by maintaining organized, secure, and fully compliant archives, relieving internal teams of the administrative burden of managing extensive paper and digital records.

Our structured lifecycle management goes beyond simple storage. We ensure that records are retained for the precise length of time required by law or organizational policy, accessed only by authorized personnel, and securely destroyed when retention periods expire. This proactive approach not only safeguards sensitive donor, financial, and operational information but also reduces legal, regulatory, and reputational risks—allowing nonprofit teams to focus on their mission rather than recordkeeping challenges.

Storing records onsite not only consumes valuable office space but also diverts staff time and resources toward managing filing systems, shelving, and retrieval processes. Offsite archiving with Liberty Archives allows nonprofits to reclaim these areas for mission-critical activities while keeping all critical documentation fully accessible and organized.

By implementing a structured offsite storage system with barcoded inventory, detailed tracking, and secure retrieval options, nonprofit teams can quickly locate and access files whenever they’re needed—whether for audits, donor reporting, or program management. This streamlined approach reduces administrative workload, eliminates clutter, and allows staff to dedicate more time and energy to programs, fundraising initiatives, and advancing the organization’s mission, rather than chasing down misplaced documents.