1
Set up
Add departments, categories, retention rules, storage areas, and optional shelves.
Physical records, made searchable
RsR
Record Storage & Retrieval
Make Storage Searchable.™
Simple physical-records management for organizations that have outgrown spreadsheets—but do not need a heavy enterprise records platform. Search boxes, control department access, track checkouts, manage retention, and know exactly where records are stored.
Fast partial-match SearchDepartment access controlsCopy Paper LabelsBox Checkout & Return
RsRSample workspaceBoxes
Search what you remember.renov
Box #Dept.DescriptionLocationStatus
1048FinancePine Street RenovationInvoices, bids, closeout recordsRoom A · S4Stored
921AdminOffice Renovation 2024Vendor contracts and permitsWarehouse · S2Checked Out
611FinanceRenovation Capital FilesPermanent project summariesArchive · P1On Hold
Fast partial-match SearchFind the right box even when you only remember part of the description, box number, contents, category, or location.
Built around physical storageLocations, shelves, checkouts, retention, holds, labels, and destruction review stay focused on the records room.
Your documents stay where they areRsR stores tracking metadata—not customer document files or scans.
A straightforward workflow
From setup to retrieval without the spreadsheet hunt
RsR is designed so any organization can configure the basics, import existing box inventory, and start working without a complex implementation project.
2
Import or start fresh
Import existing inventory or begin automatic box numbering at the number you choose.
3
Add & label
Required fields keep records consistent. Print a clear box label right from RsR.
4
Search & retrieve
Use partial matching to find boxes quickly, then track checkout and return.
5
Review retention
See eligible boxes, holds, and checkouts before any destruction action is allowed.
Core RsR features
Everything needed to track physical record boxes
Useful operational controls without turning RsR into an enterprise document-management suite.
Fast partial-match search
Search current or legacy box number, description, searchable contents metadata, category, location, and more—even with incomplete terms.
Flexible box numbering
Start a clean RsR sequence at the number you choose, preserve optional legacy numbers during migration, and renumber exceptional cases with history retained.
Departments & access
Restrict users to the departments they are allowed to see while admins retain organization-wide access.
Checkout & return
A dedicated Checkouts view shows what is out and who has it. Return history remains with the box.
Guided spreadsheet imports
Use CSV templates, field matching, preview and validation, then resolve exceptions in Import Review instead of losing good rows to one bad record.
Locations & shelves
Track storage areas and optional shelves so staff know where the physical box belongs.
Consistent record quality
Required active-box fields and import validation help keep inventory useful instead of recreating spreadsheet inconsistencies.
Safer destruction review
Held and checked-out boxes stay visible but blocked. Counts and current status also appear on the destruction review report.
Active inventory counts
Plan usage is based on the number of active physical boxes—not the highest box number or years of destroyed history.
Simple small-business pricing
Same core features. Choose the active-box capacity you need.
RsR counts the physical boxes you actively manage—not the number printed on the box. Destroyed report entries do not consume active-box capacity.
Starter
$29/ month
50 active boxes
For small offices replacing a spreadsheet or handwritten box list.
Get StartedStandard
$49/ month
100 active boxes
A simple step up for growing business records.
Get StartedPopular
Business
$79/ month
500 active boxes
For organizations managing a substantial onsite or offsite records inventory.
Get StartedBusiness Plus
$129/ month
2,000 active boxes
For larger multi-department physical-record programs that still want RsR simplicity.
Get Started
Active inventory is what counts. A company might have Box #300 but only 42 physical boxes still in storage; RsR counts 42 active boxes. Capacity warnings appear before the limit, and existing records remain available if the active-box limit is reached.
Need searchable destroyed-box history?
Explore HRS
Add Historical Record Search (HRS)
HRS keeps destroyed box records searchable and viewable without reducing your active-box allowance.
Optional Historical Record Search add-on
Find the box even after the physical box is gone.
Historical Record Search (HRS) keeps destroyed box metadata searchable and viewable as read-only history. It is ideal when someone remembers a box years later and needs to confirm what happened to it.
Search: foundation
Box 926Finance · Foundation Restoration
DESTROYED
Optional add-on
Historical Record Search (HRS)
Keep destroyed box records searchable and viewable after the physical box is gone. Historical records are read-only, clearly marked DESTROYED, and do not count against your active-box limit.
Standard + HRS
$69/ month
100 active boxes
500 searchable historical records
500 searchable historical records
Historical records are tracked separately from the 100 active-box allowance.
Get StartedHistorical Search
Business + HRS
$119/ month
500 active boxes
1,000 searchable historical records
1,000 searchable historical records
Keep a searchable record of destroyed boxes without reducing active inventory capacity.
Get StartedBusiness Plus + HRS
$189/ month
2,000 active boxes
5,000 searchable historical records
5,000 searchable historical records
Separate capacity for organizations that need deeper destroyed-box history.
Get StartedCustom + HRS
Contact Us
2,000+ active boxes
Custom historical capacity
Custom historical capacity
Need a larger active inventory or historical-search allowance? We can size RsR for your organization.
Contact UsDestroyed Log + short recovery window
Destroyed boxes leave normal search and active inventory. RsR keeps the destruction report and a 90-day recovery snapshot for accidental destruction.
Search the box history too
Destroyed box metadata stays searchable and viewable read-only within the plan's separate HRS capacity, while active-box capacity remains unchanged.
Bring your spreadsheet with you
Designed for real-world migrations—not perfect spreadsheets
RsR helps customers prepare cleaner data before import, intelligently match the data they already have, and correct exceptions without rejecting an entire import.
1Download a template
2Prepare & clean
3Match fields
4Preview & validate
5Import
6Review exceptions
Start Fresh
Import the boxes you currently store and begin a clean RsR numbering sequence at the number you choose.
Legacy Migration
Preserve optional legacy box numbers, departmental duplicates and numbering gaps while assigning clean current RsR numbers if desired.
Destroyed History
Import a prior destruction list as report history—or as searchable historical metadata when HRS is enabled and capacity is available.
Box labeling that fits the real world
Clear labels with ordinary copy paper
RsR uses standard copy paper and inexpensive clear self-adhesive pouches. Print on an 8.5 × 11 sheet, fold it once into an 8.5 × 5.5 label, and slide it into a standard 6 × 9 clear packing-list/document pouch. The large box number plus a green P for Permanent or red D for destruction-retention boxes makes shelf organization easier at a glance.
8.5 × 11 copy paperFold once → 8.5 × 5.5 label → fits a standard 6 × 9 clear self-adhesive pouch.
1048
Record Storage & Retrieval
D
Pine Street Renovation — Project Records
DepartmentFinance
CategoryCapital Projects
LocationRecords Room A
ShelfShelf 4
Packed bySample User
Date packed09/28/2026
Retention7 years
Eligible after09/28/2033
RsR tracks the box—not the documents inside it.
The hosted RsR service is intentionally focused on physical-record metadata. It does not require customers to upload their document files or scans.
✓No customer document repository. Your physical records remain under your control.
✓Tenant separation. Each customer workspace is resolved from its own tenant context.
✓Department access controls. Users can be limited to the records they are authorized to see.
✓HTTPS access. Web traffic is protected in transit.
Retention with guardrails
Know what is eligible—and what must not be destroyed.
RsR keeps holds and checkouts visible during destruction review. A box that is on hold or checked out is blocked from destruction until the condition is resolved.
✓Customer-defined retention rules
✓Batch destruction review
✓90-day recovery snapshot for boxes destroyed inside RsR
✓Permanent destruction report history
808Vendor Files 2019Eligible
812Contracts 2019Checked Out
817Claims 2019On Hold
Ready to make storage searchable?
Start with the active-box capacity you need today. Add Historical Record Search when searchable destroyed-box history matters to your organization.