Industries · Accounting Firms
Media and Records Vaulting for Accounting Firms
Accounting is the sector where the entire year compresses into a few months, the data is uniformly sensitive, and the retention schedule is long and specific.
Bring your retention schedule. We will tell you what it actually costs to meet it.
Air-gapped
No network connection. Ransomware cannot reach it.
70°F / 50%
Climate held to ±2° and ±5% RH
9R
Highest UL vault rating available
40+
Years operating since 1983
Why it matters
The pressure this sector is actually under
Client tax records carry multi-year retention and are attractive to attackers precisely because they contain complete financial identities. Hurricane season also overlaps with extension deadlines, which is an unfortunate coincidence if your only backup is in the office.
What firms in this sector hand us
- Backup tape and drive sets
- Prior-year client files and workpapers
- Retired workstations
- Paper records past active retention
Compliance
Frameworks that usually apply
Sarbanes-Oxley (SOX)
SOX is a controls regime. Auditors test whether a control operated, not whether it was described. A custody record showing that every rotation happened on schedule is the kind of evidence that survives testing.
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Florida Records Retention
Retention obligations in Florida arrive from several directions at once — professional rules, industry regulators, contracts, and litigation holds. They rarely align, and the practical result is that most businesses keep everything forever.
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These pages describe what physical custody contributes. They are general background, not legal advice, and they do not state retention periods.
Services this sector uses most
LTO Tape Vaulting
Tape is genuinely offline once it leaves the drive. Kept at stable temperature, with every barcode reconciled at intake.
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Hard Drive & SSD Storage
Drives pulled from a retired array end up in an office cabinet. Here they are logged by serial and stored sealed.
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Server & Rack Component Storage
A decommissioned server still holds data. Shelved, logged by asset tag, released only to the people you name.
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Physical Records Storage
Boxes logged against your own index and shelved rather than stacked. Paper is the medium water ruins first.
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Retention
The retention pressure in this sector
Accounting retention is driven by cycles that do not align. Working papers, client deliverables, and the underlying records a client handed over all carry different expectations, and the firm's own professional obligations sit on top of whatever the client is separately required to keep. The recurring problem is seasonal: material accumulates in a compressed few months, gets boxed in a hurry, and is labeled well enough for the next fortnight rather than the next seven years.
In practice
What an engagement looks like
The natural rhythm here is post-season. Firms typically move a year's boxed material off-site once the filing period ends, on a scheduled collection rather than an ad-hoc one, because doing it at a fixed point in the calendar is the only version that survives a busy year. Intake logs box-level against the firm's index. Retention decisions stay with the firm; we hold and we record, and we do not destroy anything without a written instruction.
Questions from accounting firms
- Can rotation change during busy season?
- Yes. Many clients move to daily rotation January through April and back to weekly after.
- Do you handle end-of-retention destruction?
- Yes, witnessed, in batches against your schedule.
- Can you index at client level?
- Yes, if you supply the manifest at intake. We do not open boxes to build one.
Other sectors we serve
See the vault before you decide.
Tours are private and by appointment. You will see the vault door, the man-trap entry, and the box sizes in person. No account relationship is required to visit.