When it comes time to store your business documents, you need to make sure that you are storing them correctly. If you do not store them correctly, you may find that the files are ruined upon your return, especially if water go into your unit while you were away. Below, we will go over ways for you to safely and securely store your business documents to ensure they are protected.
- Get a Climate Controlled Unit
One of the first steps you need to take to protect your business documents is to rent a climate controlled storage unit. This will help ensure that your employee and client paperwork is not damaged from extreme variations in temperatures and humidity.
- Make Sure You Choose a Secure Facility
Since you are storing important paperwork, you want to make sure that it is safe and it is kept from the wrong hands. If your paperwork does fall into the wrong hands, you could face fines and lawsuits related to the improper care of your documents.
To ensure your business documents are safe, choose a storage facility that has a gated access point, security cameras on the property, and a place to attach a secure lock to your unit door.
- Keep Your Documents Off the Floor
If you keep your business documents in boxes, you should always keep the boxes off of the floor. This is to prevent your files from being ruined should water get into your unit during a storm or after snow melts.
- Consider Using Filing Cabinets
If you do not want to keep your business documents in boxes, you can opt to keep the files inside of a filing cabinet. If you do choose to use a cabinet, then choose one that has a locking feature on it for an extra layer of protection while you are away.
- Avoid Making Boxes and Cabinets Too Heavy
One of the biggest mistakes that people make when storing their business documents is that they attempt to place as many files as they can into one box. While this may seem efficient, it is not and it makes the box or cabinet too heavy to carry and maneuver around. Try to keep the weight of your boxes and cabinets at about 30 to 50 pounds.
- Put Newer Files in the Front
If you have business documents that you believe you will need to access on a regular basis, place them at the front of your storage unit. This will allow you to access the documents when you need them without having to wade through a bunch of boxes to get to them. It also helps to alphabetize your files and boxes.
If you plan to store your business documents in a self-storage unit, you need to take the necessary steps to ensure the documents are preserved and secured. The tips above will help you get started on properly storing your business files and documents.