Client Overview
Client: Gilbert Stephens Solicitors
Locations: Cullompton & Ottery St Mary, Devon (2 sites)
Gilbert Stephens Solicitors is an established Devon-based law firm with a legal obligation to retain hard copy client documents for 15 years. With thousands of archived case files requiring secure, organised storage, the firm needed a cost-effective and space-efficient archive shelving solution.
The Challenge: Reducing Off-Site Storage Costs
Like many legal practices, Gilbert Stephens had been relying on an off-site document storage facility.
However:
- Off-site storage was becoming increasingly expensive
- Retrieval times were slower
- They had unused space within their premises
- They needed capacity for approximately 8,000 archive boxes
- Storage had to maximise density while maintaining accessibility
The brief was clear:
Install high-capacity archive shelving to bring document storage back in-house and dramatically reduce ongoing costs.
The Solution: High-Density Archive Shelving Installation
After an initial consultation and budget outline, the project progressed once refurbishment works were completed at the Cullompton and Ottery St Mary sites.
The Process
- Initial site visit and concept layout
- Budget quotation provided for feasibility approval
- Final measurement visit post-refurbishment
- Multiple layout revisions to maximise capacity
- Competitive tender situation against another supplier
- Finalised bespoke archive shelving layout
The project timeline spanned over 12 months from initial consultation to order placement - demonstrating the importance of early-stage advice, technical planning, and relationship building.
Key Objectives Achieved
✔ Storage for 8,000+ archive boxes
✔ Maximum use of available floor space
✔ Clear aisle access for safe and efficient file retrieval
✔ Long-term cost savings vs off-site storage
✔ Future expansion capability
Through careful space planning and iterative layout refinement, we managed to exceed the original box capacity target within the available footprint.
Installation
Because the layout had been thoroughly reviewed and refined prior to approval, installation ran smoothly across both Devon sites.
The archive shelving systems were installed efficiently, with minimal disruption to day-to-day operations, which is an essential factor in a busy legal environment.
The Outcome
The project has proven to be a success for Gilbert Stephens Solicitors. By bringing archive storage in-house, they have:
- Significantly reduced recurring storage costs
- Improved document accessibility
- Improved access to their records management
- Future-proofed their storage requirements
Why Archive Shelving Matters for Legal Firms
For solicitors and professional services firms, archive shelving is not just about storage; it’s about compliance, cost control, and operational efficiency.
Well-designed archive shelving systems allow businesses to:
- Store thousands of document boxes in minimal space
- Maintain organised and compliant record retention
- Reduce reliance on expensive off-site facilities
- Scale storage as the business grows
If your organisation is currently paying for off-site storage or struggling with overflowing document rooms, our archive shelving solutions can help you take control of your space.
Our team can design a high-density archive shelving solution tailored to your facility. Get in touch today to start planning your archive storage system.
