The Botswana office of an international property and construction consultancy faced a familiar challenge during relocation: too many physical records and not enough space.
The Challenge
Project costing files. Tender documents. Contracts. Over the years, the paperwork had piled up. But these weren’t files they could just pack away—teams needed to access them regularly to keep work moving.
As they planned the move, the office needed to:
- Free up space in the new office
- Keep sensitive client and project records secure
- Enable quick and remote access to critical documents
- Stay compliant with confidentiality and data protection standards
The Solution
Archived records were moved to Metrofile’s secure off-site storage facilities, purpose-built to protect against fire, flood, and unauthorised access. Every document was indexed and barcoded, ensuring easy retrieval through a tracked, auditable system.
At the same time, an Active Filing solution provided the construction consultancy firm with ongoing access to working files, eliminating the need to house them on-site. Live files could be updated, added to, or requested for delivery when needed. This meant their teams could continue working efficiently, even mid-move, without compromising on access, structure, or compliance.
This hybrid approach gave the consultancy the best of both worlds: reduced physical storage pressure and enhanced control over the records they rely on daily. With compliance assured and logistics simplified, the business was free to focus on delivering value to clients without being bogged down by administrative tasks or clutter.
The Outcome
- Secure off-site storage with full compliance and confidentiality
- Quick, remote access to vital documents
- Freed-up office space for higher-value use
- A reliable, structured system that supports collaboration and continuity
The construction consultancy firm now operates with greater agility and control, free from storage constraints and confident in the integrity, accessibility, and compliance of their business-critical records.
How we can apply this solution to other clients:
We offer flexible delivery options:
- Outsourced: Records are digitised and securely hosted on Metrofile’s systems
- Insourced: Metrofile deploys and manages infrastructure and teams at your premises
- Hybrid: A tailored combination based on your specific needs
Outsourced
Records are digitised and securely hosted on Metrofile’s systems
Insourced
Metrofile deploys and manages infrastructure and teams at your premises
Hybrid
A tailored combination based on your specific needs
Our proven solutions are trusted across the public and private sectors. Let us help you build a secure, accessible, and future-ready records environment.
For more click here.
