Why local authorities choose MDSS for document storage and records management:
Public Records Act and Freedom of Information Act-aligned records management processes
UK GDPR-compliant storage with full chain-of-custody and Information Commissioner-ready audit trail
Secure, access-controlled facilities meeting public sector data handling requirements
Same-day retrieval for FOI requests, legal proceedings, and urgent access needs
Scan-on-demand: documents emailed as digital copies within hours without physical retrieval
Retention schedule management aligned to Local Government Association guidance
Confidential shredding with certificate of destruction at end of retention periods
Bulk scanning and digitisation programmes for archive clearance and digital transformation
Suitable for district, borough, and county councils, combined authorities, and arm’s length bodies
Dedicated account manager with experience supporting public sector compliance requirements
Records Management for Local Government
Local authorities hold some of the most diverse and regulated records of any organisation type — planning applications, social care files, electoral records, environmental health documentation, financial accounts, and procurement records, each with its own retention requirement under the Local Government Association’s retention guidelines and broader public records legislation.
Managing that breadth and volume of documentation compliantly is a significant operational challenge, particularly against a backdrop of pressure on office space, headcount, and budgets. MDSS provides local authorities with a professional off-site records management service that supports compliance, improves access, and frees up the space and staff time that in-house archive management consumes.
Freedom of Information and Public Records Compliance
The Freedom of Information Act places significant obligations on local authorities to locate, retrieve, and respond to information requests within statutory timeframes. A well-managed, indexed archive makes that process manageable. A poorly organised in-house storage room makes it a serious operational risk.
Our barcode-indexed inventory system gives your records management team complete visibility of all stored documents. Any file can be located and retrieved — physically or digitally via scan-on-demand — quickly and with a full audit trail. Chain-of-custody records document every access, supporting your ability to demonstrate proper handling of records subject to FOI requests.
GDPR and Data Protection for Public Sector Records
Public sector organisations face the same UK GDPR obligations as private sector entities — and in some cases more, given the volume and sensitivity of personal data held in planning, social care, electoral, and licensing records. Failure to store personal data securely, retain it beyond its required period, or dispose of it properly all carry ICO enforcement risk.
We provide a Data Processing Agreement as standard and maintain auditable chain-of-custody records for every document. Our processes support your authority’s compliance with UK GDPR, the Public Records Act, and the Local Government Association’s records management guidance. If you are developing or reviewing your retention schedule, we can assist with building one that reflects current LGA guidance.
Supporting Digital Transformation in Local Government
Many local authorities are actively reducing their physical archive footprint as part of broader digital transformation programmes. Our bulk document scanning service converts physical records into searchable digital files — with OCR processing, quality checking, and delivery in the format required by your document management system.
Physical originals can be retained in secure off-site storage, returned to the council, or confidentially destroyed after scanning — whichever reflects your retention obligations and digital strategy. We can manage large-scale digitisation programmes across multiple departments and sites, with dedicated project management throughout.
Our Local Authoritie services
Document Storage
Free up your office space and protect your business records with our secure, fully managed off-site document storage — GDPR-compliant and accessible whenever you need it.
Ultra-secure facility
Full CCTV coverage
Fire-proof & climate-controlled
Barcode-indexed inventory
Flexible retrieval options
Document Scanning
Convert your paper records into secure, searchable digital files — reducing your physical archive and giving your team instant access to the documents they need.
High resolution scanning
Smart indexing & metadata capture
Ability to scan up to size A0
Integration into client systems
Flexible pricing models
Document Shredding
Dispose of sensitive business records safely and compliantly. Our confidential shredding service provides certified destruction — with a full audit trail and certificate of destruction as standard.
Certified destruction
Absolute irrecoverability
Compliant with industry standards
Chain of custody
Secure collection & transport
Frequently Asked Questions
Local authorities must comply with the Public Records Act 1958 and 1967, the Freedom of Information Act 2000, UK GDPR, the Environmental Information Regulations 2004, and the Local Government Association’s retention schedule guidelines. Individual record types — from planning applications to social care files — have specific retention periods. We can help you build or review a retention schedule that addresses these requirements across your authority’s functions.
Our barcode-indexed inventory gives your records team complete visibility of all stored documents, enabling fast location and retrieval for FOI requests within the statutory 20-working-day timeframe. Scan-on-demand delivers digital copies of stored documents within hours. Every access is logged, providing a full audit trail for records subject to FOI requests.
Yes. Social care records, safeguarding files, and other sensitive personal records are stored under the same access-controlled, CCTV-monitored conditions as all other documents. Access is restricted to authorised personnel and every interaction is logged. We operate as a data processor under UK GDPR and provide a Data Processing Agreement for your data protection compliance records.
Yes. Our bulk scanning service is used by public sector organisations carrying out archive digitisation programmes. We handle collection, scanning, OCR processing, quality checking, and digital delivery — with physical originals stored, returned, or destroyed according to your retention obligations. We provide dedicated project management for large-scale programmes across multiple departments or sites.
We manage retention periods for all stored documents, alerting you when records approach end of retention. Confidential destruction is carried out on your instruction, with a certificate of destruction issued as evidence of compliant disposal. For records subject to permanent preservation requirements under the Public Records Act, we flag these separately and advise on transfer to the relevant archive.
Yes. We work with the full range of local government organisations, including district, borough, and county councils, combined authorities, metropolitan authorities, and arm’s length bodies. Our service scales to fit the volume and complexity of records across different authority types.
Contact us to arrange an initial conversation about your requirements. We will discuss your current storage arrangements, record volumes, access requirements, and compliance obligations. We can then provide a detailed proposal covering collection logistics, inventory management, retrieval services, and pricing — with a Data Processing Agreement ready to sign before any transfer of records takes place.
