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What are the legal ramifications of improper storage?

Corporate officers are now ultimately responsible for protecting their organization’s vital records. Legislation such as Sarbanes-Oxley and HIPAA has attached large fines and even criminal penalties of up to 10 years in prison for failing to protect vital business documents, medical records, and digital media.

Rule 26 of the Federal Rules of Civil Procedure mandates the expedient response to information requests in the discovery process, whether that information is in digital or hardcopy format. Failure to produce the required information will result in a summary judgment against the negligent organization—potentially costing millions in compensatory damages and punitive fines.

Indeed, the old model of storing records in warehouses suitable for storing warehouse commodities is no longer acceptable, especially for electronic records. This is especially true against the backdrop of recent media headlines and courtroom rulings that hold corporate officers legally and financially accountable for protecting and producing their company’s vital records.

CEOs and Boards of Directors must recognize their responsibility to protect the records that reflect their good stewardship. Furthermore, they must come to understand that successfully managing the modern world of risk means that vital information must be protected while remaining accessible at a moment’s notice.

Media protected by a magnetically-shielded FIRELOCK® vault, with the proper temperature and humidity controls and air filtration, can be stored up to three times longer than in standard concrete vaults, minimizing liability due to deteriorated data.

FIRELOCK® provides these articles for information purposes only. We do not necessarily provide all products and services mentioned; they are for comparison purposes only. Always contact a professional about non-FIRELOCK® products and services mentioned. 


Since 1982, FIRELOCK® has been the world’s leading manufacturer of media-rated modular vault chambers. Unlike poured-in-place concrete vaults, FIRELOCK® vaults are constructed from individual panels, filled with a heat-resistant ceramic material, and they are lightweight, movable, and expandable. When combined with current high-density storage systems,

FIRELOCK® vaults offer extremely high space efficiency at a considerable cost advantage per cubic foot of storage. The value of assets stored in FIRELOCK® vaults today reaches hundreds of billions of dollars and ranges from priceless animation cells and World Wrestling Entertainment videos to pharmaceutical research records and U.S. Department of Education student loan information.

With a FIRELOCK® vault, you invest in the highest-performing vault on the market today to ensure the protection of your most vital records and irreplaceable items. You gain the ability to store microfilm, computer media, file servers, and paper in one location, as well as the peace of mind that comes from knowing that all the environmental- and fire-protection elements are in place.

FIRELOCK® has been in business since 1982, and we have installed over 2000 vaults around the world. Because of this broad experience, we know how to build a vault that will provide you with maximum protection today and the flexibility to grow with you into the future.