Lifecycle Management
Lifecycle Management at Liberty Archives — More than just storage, our records lifecycle system gives you full control from intake to secure destruction. Every box is barcoded and tracked, retention schedules are added, and authorized users can request, scan, or shred with complete visibility.
Not Just Storage — Complete Lifecycle Records Management
At Liberty Archives, records storage is only the beginning. Our Lifecycle Management service gives organizations full control over their paper records — from intake and retention scheduling through retrieval, scanning, and secure destruction.
If you’re considering switching from your current provider, our structured migration process and detailed tracking make the transition seamless, secure, and fully documented.
What “Lifecycle Management” Means for You
Liberty Archives provides a complete system for the entire lifespan of your information:
- Intake & indexing: Every box or file is cataloged and indexed in our proprietary platform the moment it arrives.
- Barcoded asset tracking: Each box receives a unique barcode that’s scanned at every movement — from pickup to storage, retrieval, and final disposition — giving you a verifiable chain of custody.
- Custom retention schedules: You define how long to retain, when to review, and when to shred. We automate notifications and handle the process to your specifications.
- Authorized user controls: You decide who can request boxes, download scanned files, or approve disposition.
- Audit trail: Every activity — retrieval, scan, download, or destruction — is recorded with user, timestamp, and action details.
This is true lifecycle management — secure, traceable, and fully under your control.
Barcoded Asset Tracking — Accuracy You Can See
Every box in our care carries a barcode linked to a digital record in our system. That record includes:
- Box contents and classification
- Retention rules
- Movement history
- Authorized requestors and activity logs
Each scan updates the record in real time, ensuring that your entire inventory remains visible and auditable. This means you can track every document, monitor changes, and maintain complete compliance with industry regulations. Instant updates reduce errors, streamline workflows, and give you peace of mind knowing your records are accurate, up-to-date, and always accessible when you need them.
Control Access — Define Who Can Request What
Security is managed at the user level. You supply the list of authorized requestors, define roles, and determine what each person can do:
- Request or return boxes
- Approve shredding or scanning
- View reports and audit logs
Every request and approval is documented, giving your organization full accountability and clear compliance visibility. This transparent tracking allows you to audit actions, verify access, and maintain regulatory standards with ease. By keeping a complete record of who accessed what and when, you reduce risk, prevent errors, and ensure your document management practices remain secure and trustworthy.
Retrievals, File Requests, and Scan on Demand — Delivered Through Liberty Cloud
We know that not every record needs to be physically retrieved. That’s why Liberty Archives offers Scan on Demand and File Requests, both delivered securely through Liberty Cloud.
- File Request: Authorized users log in to Liberty Cloud, request a box or specific document, and receive status updates through the portal.
- Scan on Demand: When you need digital access, we scan the specific files or folders you choose. The scanned documents are uploaded to Liberty Cloud for encrypted download — no waiting for physical delivery.
- Instant access: Files can be downloaded directly from Liberty Cloud as searchable PDFs, saving time and storage space.
This hybrid approach combines secure physical management with convenient digital access — ideal for remote teams, auditors, and compliance officers.
Secure Disposition — Certified Shredding When You Decide
When a record reaches the end of its retention period, our lifecycle system immediately alerts your team to review and approve it. Once you give the green light, Liberty Archives securely shreds the documents at our facility using industry-leading destruction methods. We then issue a Certificate of Destruction so you have clear, verifiable proof for your compliance files.
Every step—approval, shredding, and verification—goes into a detailed audit trail that shows exactly what was destroyed, when it happened, and who handled it. This transparent process keeps your organization fully accountable while protecting your data and meeting regulatory requirements with confidence.
Why Organizations Switch to Liberty Archives
Businesses, healthcare groups, and public agencies move to Liberty Archives because we offer:
- Lifecycle transparency: Track, retrieve, scan, and shred — all in one controlled system.
- Liberty Cloud access: Retrieve digital versions quickly without compromising security.
- Regulatory compliance: HIPAA-conscious handling and full audit trails.
- Smooth migration: We barcode and inventory every incoming box, map retention rules, and confirm data integrity.
- Free retrievals & easy requests: Streamlined services for authorized users.
When you switch, you gain visibility, control, and convenience your previous provider may not have offered.
Security and Facility Standards
Our secure storage facilities feature:
- Controlled access and 24/7 monitoring
- Barcode scanning for all movements
- Strict chain-of-custody documentation
Your information remains safe, accounted for, and available when needed — physically or digitally!
Reporting and Audit Support
Our reporting suite provides:
- Retention and destruction schedules
- Retrieval and scan histories
- Authorized user activity logs
- Certificates of Destruction and chain-of-custody reports
Whether for internal audits or external compliance reviews, Liberty Archives gives you the documentation to back it up.
The Liberty Advantage — Full Lifecycle, Full Control
With Liberty Archives, you’re not just storing records — you’re managing them through every stage of their life. Our barcode-driven asset system and Liberty Cloud portal give you both control and flexibility.
From free retrievals to secure shredding, everything we do is built around your policies, your people, and your peace of mind.
Next Step: Schedule a Lifecycle Review
Let’s evaluate your current records program and show you how to simplify management, strengthen compliance, and modernize access.
Request a Quote Today
Looking for reliable shredding, scanning, archiving, media conversion, cloud, and more, services? Contact Liberty today for a free, no-obligation quote. Whether it’s a single-file box or an ongoing service agreement, we’ll help you choose the right service solution for your home or business.
📞 Contact us now:
Lynwood, WA: (425) 494-5221
Tacoma, WA: (253) 533-2333