Resource published Mon, Jun 19, 2017 at 01:24PM UTC edited Mon, Jun 19, 2017 at 01:28PM UTC
4 Ways to Store Your Physical Documents Edit Title
Personal or business related, storing important files can be challenging. Having numerous documents that need to be saved and are critical to future processes can be stressful if you don’t have the proper storage.
Business owners can have an especially hard time trying to find storage, then choosing what files need to be stored. In most cases, business will need access to files semi-regularly. Furthermore, storing documents offsite frees up plenty of space in your home or office.
So, what can you do to get cheap, reliable storage for your important documents? Here are four ways to store your physical documents.
Offsite document storage
Offsite document storage is great if you’re a proprietor who handles client’s files and keeps them for years at a time. Offsite document storage is perfect for physical files that are not needed in day to day activities but are essential in the long term and need to be kept.
When you relocate your physical files to a storage facility, you need to ensure they are organised. It’s wise to keep the newer documents at the front and older at the back, or whatever suits your business in relation to access. Now your documents are kept in an orderly and neat fashion, which can be very beneficial when it comes time to retrieve the files.
You also get the benefit of freeing up plenty of space in your office or home. Also, make sure your facility is following rules and regulations set by your business’s governing entities.
Like the previous method but much cheaper and more convenient. You can find listed storage spaces online as a much cheaper alternative for office document storage facilities. Sites like Spacer have many storage listings which can cater to a larger business storing lots of documents or a small business saving a couple.
This option is perfect if you don’t want to pay the high monthly bills at a storage facility and need something close by. Storage facilities are large and located in slightly more remote locations.
Self-storage sites allow flexibility and freedom when it comes to choosing storage for your documents. Many of the listings are perfect for physical documents, free of dust, moisture and anything else that could affect the documents.
With all the advances I computer technology, business owners can now scan and keep thousands of documents without the worry of space. Making records digital allows you to store thousands of documents with the touch of a button. The best part is, you can also access them with the touch of a button.
Documents that are made digital can be well organised by using unique record management software. This software is the primary benefit of turning documents digital. With the software, documents can be easily accessed, referenced and compared with others. Physically storing documents does not provide the same convenience.
Digitising documents also contributes to the idea of a paperless work environment, leading to overall better organisation and records management. Electronic records are also said to help a business save money and increase profit. This is attributed to the time saved or wasted attempting to maintain paper filing systems or find lost documents.
Remember, when using digital documents, they need to be stored in a high-security environment to ensure their safety. Include password and other multi-layered security options.
Simple good practice
Simple good storage practice can be the difference between good and bad storage. Storing paper documents will require many practical preparation steps.
Firstly, ensure that any possible storage environment is acid-free. All paper documents intended for storage must be printed or photocopied on acid-free paper. Additionally, you should have quality protective storage equipment, like plastic sleeves, boxes and containers.
In an ideal world, humidity levels of the storage room should be regulated, with light and heat sources minimised. It’s best to choose a room that is light in colour.
Always use shelving when you can, you want to avoid putting boxes directly on the ground.
In case all these precautions fail, and unforeseen circumstances like accidents or disasters occur, you need a contingency plan.
Finally, label everything with great detail and make copies!
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