At Records Management Limited, we understand the growing pressure on law firms to manage physical files efficiently, cost-effectively, and in compliance with retention obligations. We offer flexible solutions that scale with your practice. Whether you’re trying to reclaim office space, digitize files for remote access, or reduce long-term storage costs, we can help.
Delivered at no cost to you.
Electronic storage safeguards your documents from fire, flood and other environment hazards. It’s the most cost-effective long term retention method.
Law firms often recover the expense of file digitization and storage by applying a disbursement fee to the client’s final bill when a case is closed. This allows the cost of scanning and secure long-term storage to be passed directly to the client as part of the matter’s closing costs. In practice, this means your firm can provide compliant digital retention of closed files at no ongoing cost to the firm.
Records Management will pickup your closed files, scan them, store them as long as required and send you back a digital copy.
Call us now at 1-800-775-093
We provide practicing doctors with a storage solution for inactive patient records that will save valuable time and space.
Once digitized you can store the files on your server thus retaining full control over their security.
We provide document pickup, secure transport, and long-term storage services across Ontario. From Toronto and the GTA to Ottawa, Hamilton, London, Windsor, and beyond, we support professionals who require safe, accessible records management within the province.
As a proudly Canadian-owned and operated company, we serve Canadian firms exclusively, ensuring that your sensitive files remain within Canada at all times. This local focus not only strengthens compliance with privacy and retention laws, but also means you’re supported by a team that understands the needs of Ontario professionals.
At Records Management Limited, we provide secure, compliant long-term storage for documents in standard banker’s boxes. Whether you are managing closed legal files, patient records, or corporate archives, our service ensures that your files remain safe, organized, and accessible whenever needed.
Climate-Controlled Facility – Temperature, humidity, and lighting are carefully regulated to prevent damage from moisture, mold, or fading.
24/7 Monitored Security – Restricted access, surveillance, and alarmed facilities safeguard sensitive records.
Compliance with Ontario Requirements – Our storage practices align with provincial privacy, retention, and industry-specific regulations for legal, medical, and business records.
Chain-of-Custody Tracking – Each banker’s box is barcoded, accessioned, and tracked to ensure accountability.
Some law firms choose to place closed files in public self-storage units. While this may seem cost-effective, these facilities are not designed for secure, compliant records retention. Files stored in public storage are often:
Difficult to access quickly when urgent retrieval is required
Lacking proper climate control, putting records at risk of deterioration
Unmonitored for security, creating compliance and confidentiality concerns
By contrast, our professional Ontario-based facility ensures timely retrieval, controlled environments, and regulatory compliance—providing peace of mind for both your firm and your clients.
It gives me great pleasure to recommend Records Management Ltd. to anyone in the medical field. Their business acumen, courteous and respectful staff made the transition of my medical files from paper documents to digital images an enjoyable and pleasing experience. I was also very impressed with the way in which everything was handled, including the packing up, safe transportation, and scanning of my medical records, without any interruption to my practice.
Neither my staff nor my patients experienced any inconvenience during the changeover. The management and employees of Records Management are professional, honest and very helpful!
Thank you, Records Management, for the hard work!
Throughout our correspondence, all the members of their staff that we dealt with were very professional and each one of them was precise and knowledgeable about the Law Society of Upper Canada’s file management guideline, with special attention placed on section 3.12.4 Storage of Files; 3.12.6 Retrieval of Electronic Files; 3.12.7 Destroying of Client Files of The Law Society of Upper Canada File Management Information, which exceeded my expectations.
I am 100% satisfied with my choice of selecting Records Management Ltd. for storage of our files. I must comment about Records Management Facility which is clean, secure and temperature controlled to ensure the safety and longevity of our files. Their digital system also offers a quick and easy solution to locate documents in closed and inactive files.
Please consider Records Management Ltd. for all your file scanning and storage solution. I highly recommend their services.
Once again, I would like to express my sincere gratitude to the staff of Records Management Ltd. for their impeccable service.
As a neurologist with an exceptionally busy practice, it is imperative that my files are kept in an orderly fashion and easily accessible. Records Management came in and converted my paper files to digital images by scanning my active patient’s records, quickly and efficiently, which I can now use on a daily basis to practice my specialty and do research.
I found Records Management to be extremely thorough, and professional. I would not hesitate to recommend their services to any of my colleagues.
During May 2011 AMD Diagnostics Inc engaged Records Management LTD to carry out the scanning of cardiac patient’s records, which were returned to us in PDF format. The work provided by Records Management was excellent and the employees’ were professional, efficient and courteous at all times, to the extend of prioritizing rush medical files due to upcoming appointments, and keeping me advised of the progress of the works being carried out. The whole operation has been undertaken without any problems and the quality of scanning is excellent.
We would highly recommend Records Management to other organizations seeking a proficient service and would undoubtedly utilize Records Management in the future as our preferred scanning service for AMD. Tha scanned data compliments the operational needs of AMD in use by the service. We look forward to undertaking more work with Records Management to further improve the services to our patients.
The service recently provided to me by Records Management Ltd, was exemplary in every respect.
I am therefore, pleased to give my unreserved recommendation of this company to any of my medical colleagues who may be considering retirement from their practice, closure of practice for any reason, as well as, storage and/or shredding of documents.
Commendations from a satisfied client.
I had imagined that the transition from running a high profile medical practice to that of retiremend, would be one of stress, chaos and frustration, all of which couldn’t be further from the truth. In actual fact, the staff at Records Management, were extremely helpful, thus alleviating all my fears.
I can honestly say that Records Management offers excellent customer service, reliability, and one whose integrity is beyond reproach.
They provided my patients with written mail notification of my practice relocation as soon as it becomes that I will be leaving my group in orther to build a solo practice. Their experience, strategic knowledge and tactical experience really helped me in managing a CPSO compliant notification campaign for over 1500 patients and 260 Family Physitians.
Their team is very proffecional and they get the work done fast. They are easily reachable and reply to emails and calls fast. I highly recomend them to anyone who is planning practice relocation.
I recently retired after 47 years of family medicine. I am grateful to Records Management Ltd. for their professional and efficient service. The team went above and beyond to successfully reach out to all of my patients during a postal strike. I have no hesitation to highly recommend this company to close any medical practice.
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