Are files and other documents taking over your office? Is your office running out of storage room and file space? It might be time for your business to consider storing excess documents in a self storage unit. Self storage and business storage actually work hand-in-hand. Storing documents in self storage helps to reduce the clutter in your office, while increasing work space and productivity!
When choosing a self storage facility to store your documents, make sure to pick one that is close to your business, so you don’t have to drive across town to retrieve your files. A climate controlled storage unit is recommended for business document storage. Climate controlled storage units help to protect the documents from damage from extreme temperatures and humidity. Because you are storing employee and business records, it is vital to pick a storage facility with secure document storage including video surveillance, keypad entry and computerized gate access.
It is important to have the right types of document storage boxes and other storage supplies when you are packing your documents. Magellan Storage offers moving and packing supplies at our 6 locations in Los Angeles and Orange Counties in order to pack your business documents.
After you have decided to store your business documents in a self storage unit, there are a few things to keep in mind as you are preparing you boxes and storage units.
- Documents should be stored in sturdy cardboard boxes with filler material to make sure that the documents will not shift while being moved to/from the storage unit. As with other storage boxes, make sure that the boxes are sealed securely with packaging tape.
- Before you pack the documents, make sure that you have multiple back-ups of the documents on-line, saved on a password protected CD or DVD, or downloaded on another separate file as a back-up.
- Do not share the security code and keys to the storage unit to a lot of people. There are personal files being stored that should only be seen by a limited amount of people.
- Do not over stuff the document boxes. Do not use regular printed newspaper as filler as the print can rub off on the documents.
- Document storage boxes should be no heavier than 30-50 pounds, so you can still lift and move them easily.
- Raise the document boxes off of the ground on pallets, wood, plastic sheeting or cardboard. The optimum document storage solution would be using shelving units in the storage unit.
- For extra security, store the documents in locked file cabinets or fire safes.
- Place the oldest files that you will not need as often towards the back of the storage unit. Place the files that you might need to access more frequently towards the front of the storage unit. Place the boxes with the oldest files or documents towards the bottom and the boxes with the newer documents towards the top.
- Label every box with the contents. Create an inventory list for the boxes and use a numbering system for your stored boxes that you can put into a spreadsheet for cross-checking. This will help to make it easier to find the documents that you need to find more quickly.