Are you sick of tripping over storage boxes in your office?
In order to stay in compliance with laws and regulations, there are a lot of documents that your business needs to hang onto, like payroll records, personnel files, etc. However, unless your office is overly spacious, chances are, with all of those storage boxes, it’s going to get crowded, and fast. Luckily, there’s a better way. With business storage, you can clear up much-needed office space and get more organized, but storing documents is a little more involved than storing household goods and other things. That’s why we’ve come up with these document storage tips for your business:
#1. Choose a secure storage unit.
Your business documents most likely contain quite a bit of sensitive and personal information that could put your business or your employees at risk if it were compromised. When you’re shopping around for the right business storage unit, it’s imperative that you select one that is secure. Look for a storage unit that is gated, uses video surveillance, has door alarms and provides personal locks. Additionally, limit the number of people who have access to the documents to reduce the risk of them getting into the wrong hands.
#2. Look for a unit that is climate controlled.
The last thing that you want is for your documents to get damaged in your storage unit, but unfortunately, exposure to extreme weather conditions, like humidity, heat and freezing temperatures can put your documents at risk. Choosing a unit that is climate controlled will help to protect your documents from the elements.
#3. Elevate your boxes using wood pallets.
One big risk of storing your important documents is flooding, and that’s true even if you choose to rent a climate controlled unit. However, if you are concerned about flooding, you can always place your boxes on top of wooden pallets so that they are elevated. This way, if flooding does occur, your documents will be safely above the water line.
#4. Ensure that your boxes are clearly labeled.
If the day comes when you need to access a specific document, it’s important to ensure that all of your boxes are labeled properly and clearly. This way, you’ll always be able to find the documents you need when you need them. For the best results, organize and label your documents by the type of record and the year. If you ever need to go digging into your documents, you’ll be glad you did.
#5. Keep your boxes organized.
In addition to clearly labeling your boxes, you’ll also want to ensure that you keep all of the boxes in your storage units organized properly. Place any documents that you are more likely to need toward the front of your unit so that they are easier to access. Any older documents that you don’t envision needing can be placed in the back or underneath the boxes you do need.
#6. Choose a storage unit nearby.
If you need to access a personnel file, a performance record or any other document, it doesn’t do you much good if you have to drive three hours to do so. When you’re shopping for the right commercial storage unit, make sure that you choose one that’s close and convenient to your office.
#7. Consider investing in a fire safe.
Regardless of where you store your documents, whether it be in your office or off-site, it’s important to consider the risk of a fire. One great way to protect your documents in case of a fire is to store them in a fire safe. But, keep in mind that even the best fire safes won’t protect your documents indefinitely. Most only work for a set amount of time, so keep that in mind when selecting a safe.
Find the right business storage unit with 1st Choice Storage.
Having the right document storage solution is essential for any and every business. Luckily, 1st Choice Storage is here to help. We’re proud to be your premier storage facility, and we have locations throughout the US, including Endicott, NY, Semmes, AL, Evansville, IN and Memphis, TN. Let us handle all of your business storage needs. Contact us today for your free quote.