Storing Business and Other Important Documents: What You Need to Know

When it comes to running a business, it's essential to keep important documents organized and easily accessible. From contracts and financial records to legal filings and employee information, the volume of paperwork can quickly become overwhelming. Additionally, many businesses have a legal obligation to retain certain documents for a specific period of time. That's where self storage can come in handy. With the right preparation and considerations, storing business and other important documents in a secure and climate-controlled storage unit can provide peace of mind and much-needed space.
The security of your documents is of paramount importance. Business documents may contain sensitive information such as financial records, client information, and intellectual property. Personal documents such as passports, birth certificates, and social security cards may contain personally identifiable information that can be used for identity theft. It's essential to choose a storage solution that offers strong security features.
When choosing a storage facility, look for features such as:

  • A well-maintained wall or fence surrounding the storage complex
  • Cameras to monitor activity, both inside and outside the building
  • Keypad entry system, with records of renters entering and exiting
  • On-site management during set hours or around the clock
  • Fire suppression systems and other measures to protect against natural disasters

Another key consideration when choosing a storage solution is accessibility. If you need to access your documents frequently, you'll want a storage unit that offers extended hours or even 24/7 access. It's also important to review the lease terms and ask what happens in the event of a missed payment. Make sure to check in with the management company periodically to ensure payments are being received and avoid having your items sold for lack of payment.
Climate Control
Climate control is a critical feature to look for in a storage unit, especially for documents that can be easily damaged by environmental factors. Extreme heat or humidity can cause documents to deteriorate or even become unreadable. Therefore, it's crucial to look for a unit that offers climate control features like air conditioning and humidity control. Consider selecting a humidity-controlled unit that maintains a constant temperature between 50 and 80 degrees Fahrenheit to prevent documents from getting damaged.
Organizing and Labeling
Once you've found the right storage solution, it's important to organize your documents in a way that makes them easy to find and retrieve. Keep a detailed inventory of what you're storing and consider labeling boxes for easier organization and retrieval. For business documents, consider creating a system that categorizes documents by type, date, or client. This will help you quickly find the documents you need when you need them.
Securing Your Documents
Finally, it's important to take steps to secure your documents even when they're stored in a secure storage facility. Use a sturdy lock to secure your unit and avoid sharing your access code or key with others to maintain the confidentiality of your documents. Additionally, consider backing up important digital documents to a secure cloud-based storage solution to protect against data loss.
In today's world, businesses of all sizes generate a significant amount of paperwork that needs to be kept safe and organized. Storing these important documents in a secure self storage unit can provide numerous benefits, including decluttering your workspace, protecting sensitive information, and ensuring compliance with legal requirements. By following the tips outlined in this post, you can make sure that your important documents are stored safely, efficiently, and with the utmost care. Whether you're running a small business or managing a large corporation, self storage can help you stay organized and on top of your paperwork.
The advice on this website is provided as a courtesy for informational purposes only.