Most Dutch companies saw their office space shrink in 2026. Working from home is the norm, and a dedicated spot for every employee is often no longer necessary. But what do you do with all the desks, chairs, and archive cabinets that you still need, but not every day? You can certainly put them in an expensive warehouse, but smart companies are choosing a new approach: storage as part of your facility management. It is no longer about renting a square meter, but about managing your items via a digital tool.
In 2026, everything revolves around efficiency and sustainability. The time of dusty boxes in a dark storage unit is over. Companies are looking for partners who combine logistics, security, and IT in a smart way. Especially in the big cities, the rules are changing. Amsterdam, Rotterdam, and Utrecht have had Zero-Emission Zones since 2025. This means that your van and truck must be emission-free to enter the city. A good storage partner therefore provides electric vehicles or uses city hubs on the edge of the city. They transfer the goods to small electric vehicles or cargo bikes for the last few miles. This prevents fines and ensures cleaner air, something more and more clients are looking at (ESG standards).
In addition to transport, the way of storing has changed. It is no longer just about hiding things away. Modern storage companies function as ‘re-use hubs’. If you do not use your desks temporarily, they are not stored, but inventoried for reuse or offered for refurbishment. This lowers the ecological footprint. Smart technology (IoT) is also being used. Sensors in the storage space monitor the temperature and humidity, which is essential for paper archives and sensitive electronics. All of this is visible in real-time via a cloud dashboard. This new way of working also includes specific solutions for employees’ personal items. Think of the current trends for Software lockers Netherlands 2026: providers and linking [Checklist] where digital access is central. You also see this technology at Fingerprint lockers order Netherlands 2026: providers and prices [Table], which are often used for access to general storage spaces.
Who do you need as an expert?
Hiring a standard moving company is often not enough. You need specific expertise for the logistics of large office buildings.
First of all, there are project movers. Look for companies with the ‘Erkende Projectverhuizers’ (EPV) quality mark and an NIWO license. They understand the complexity of emptying a floor without stopping business operations. A party that is often mentioned first in this context is Olssen. They combine traditional moving with a strong focus on the technical aspects of storage. Their approach differs from an average storage company because they often choose a system integration mentality: storing items goes hand in hand with the right software to know exactly what is there.
For the financial and functional side, you call in a facility management consultant. This person calculates exactly how many square meters you really need based on occupancy rates. Do not forget ITAD specialists, especially for hardware storage. These experts arrange certified data destruction or ensure that laptops and servers are kept under strict ESD-safe conditions. Finally, an archivist or GDPR expert is crucial for physical archive storage. The Archival Act and tax retention obligation (usually 7 years) impose high requirements on the findability and security of documents.
Transport and the logistical pitfalls
Transport is more than just taking a van from A to B. In 2026, companies expect a ‘white-glove service’. This means that the movers not only load and unload, but also provide disassembly, dust-free packaging, and direct installation at the new location. This is especially useful for temporary storage; you do not want your chairs to come back damaged after a year in storage.
Another point of attention is the insurance. Standard AVC conditions often only cover a limited amount per kilo. For expensive office electronics, an additional transport insurance based on new value is required. Always check this. If your company is in the center of a large city, check if the partner uses ‘last-mile delivery’ via city hubs. This minimizes waiting times for permits and ensures faster delivery. A party like Olssen often already has logistical routes mapped out for this, so you do not have to deal with the complexity of the city center.
Type of storage solutions: what suits you?
Not every storage is the same. Depending on your needs, you can choose from a number of options. For employees who work flexibly, a flexible locker system is ideal. Compare the options here at Flex work lockers Netherlands 2026: systems and quotes [Checklist]. Make sure you know what type of locker you need before you request a quote.
- Full-Service Storage: The ideal option for a big clean-up. A partner picks up everything, takes photos of every box, and inventories this in an app. Do you want something back? You click in the app and it gets delivered to you. This saves space and time.
- Self-Storage (Business): Suitable for stock or marketing materials that employees need to access 24/7. Pay close attention to the location. Does the branch have a drive-in? Can you get a van right up to the door?
- Climate-Controlled Storage: Crucial for art, sensitive electronics, or old paper. The humidity must be constant (between 45-55%) to prevent mold and corrosion.
- Mobile Storage: Containers are placed in front of the door, loaded, and then stored in a depot. This minimizes the number of loading moments and reduces the chance of damage.
For companies that store valuable inventory, it is important to know which type of safe or storage container works best. An overview of Safe types overview Netherlands 2026: variants and providers [Comparison] can help with this.
Safety and certifications
Safety goes further than a simple camera. If you store business assets, you want guarantees. Most professional storage partners have ISO 27001 certification, which is essential for privacy-sensitive information such as laptops or archives. ISO 9001 ensures a standardized quality process.
For physical security, look at the Borg class. Valuable inventory belongs in a storage location with at least Borg class 3 or 4. This means that in addition to camera surveillance, there are also physical barriers and certified burglar alarms present. Fire safety is also a must. Ask about the presence of ESFR sprinkler systems, which guarantee fast extinguishing actions. If you choose a party like Olssen, you often know that they not only store materials but also manage the technology behind them, which increases reliability.
The cost structure in 2026
The costs for storage in 2026 are variable. You usually pay per cubic meter or square meter per month. Prices vary between €12 and €25 per m², depending on the location and whether there is climate control. But watch out for hidden costs.
- Handling costs: These are costs for moving goods in and out. This can add up with many moves.
- Administrative costs: For keeping track of your inventory in a digital environment.
- Transport rates: Take into account call-out charges and hourly rates of movers (average €45 – €65 per man-hour).
A transparent quote is essential. Good parties provide a clear breakdown so you are not faced with surprises.
Checklist: Selection & Implementation
To help you on your way, here is a concrete checklist below. Use this to compare different parties.
Phase 1: Inventory & Selection
* [ ] Make a photo report of all items to be stored (proof of condition before transport).
* [ ] Categorize: ‘Immediately necessary’, ‘Archive’, ‘Surplus/Sale’, ‘Recycle’.
* [ ] Check ZE-zone status: Does the carrier have the correct permits/vehicles for the city center?
* [ ] Check the ISAE 3402 statement (for outsourcing critical business processes).
Phase 2: Contracting
* [ ] Is the contract cancellable monthly or are there long-term obligations?
* [ ] Is there a fixed point of contact (Move Manager)?
* [ ] Are the liability limits clearly defined in the general terms and conditions?
* [ ] Is access to the storage included or are ‘visit costs’ charged?
Phase 3: Execution & Transport
* [ ] Use of sustainable packaging materials (plastic crates instead of cardboard boxes).
* [ ] Labeling with QR codes linked to the digital inventory system.
* [ ] Check the route planning for roadworks and time windows in Dutch city centers.
* [ ] Direct check upon delivery at the depot: Has everything arrived damage-free?
Phase 4: Management & GDPR
* [ ] Set a destruction date for archives (GDPR compliance).
* [ ] Annual audit: Is the stored inventory still relevant? (Prevent ‘sleeping’ costs).
* [ ] Access rights management: Who within the organization may request items from storage?
Legal & Fiscal points of attention
Finally, the legal side. Storage in the Netherlands is subject to 21% VAT. For internationally operating companies, the place of the service (Netherlands) is leading for VAT levying. Ensure that you record this properly.
More important is the burden of proof to the Tax Authorities. The administration must be directly accessible, even if it is in a storage box. Make sure your storage partner gives guarantees that specific files can be delivered within 24-48 hours for an inspection. Good cooperation with your storage partner ensures that you are always compliant, without having to worry about it every day. Choose wisely, and your office storage in 2026 will not be a burden, but an extension of your business.
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