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How to Properly Store Documents

Business Tips

January 31, 2018

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5 min

Storing Documents
If business files, documents and paper are taking over your office or your office is running out of storage space, then it is time to think about storing your documents and storing it in a self storage facility. 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!

Choosing a Secure Documents Storage Option

When choosing a document storage facility to store your documents, make sure to pick one that is close to your business location. If you need to access to stored documents, you do not want to drive across town. A climate controlled self storage unit is also recommended for business document storage. The climate controlled storage units help to protect the documents from damage caused by extreme weather such as heat, humidity and freezing temperatures. 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, computerized gate access and strong locks!

Use Document Storage Boxes to Protect Your Documents

It is important to have the right types of document storage boxes and other storage supplies when you are packing your documents. Documents should be stored in sturdy cardboard boxes with filler material to make sure that the documents will not shift while being moved to and from the storage unit. As with other storage boxes, make sure that the document storage boxes are sealed securely with packaging tape.

How to Store 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 your boxes and storage units.

  • Do not share the security code and keys to the storage unit with many individuals. Likely there are personal files being stored that should only be accessed by people that have proper authorization.
  • When packing the document in boxes fill the boxes up to the top and add filler material. Do not over stuff the boxes. Do not use 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 use shelving units in the storage unit.
  • For extra security, store the documents in locked file cabinets or fire safes.
  • If possible, use air tight packaging boxes for your documents to protect from water damage in case of a flood.
  • Place the oldest files towards the back of the storage unit. Place the files that you might need to access more frequently towards the front. The same goes for the stacks of boxes. Place the oldest towards the bottom and the newer documents towards the top.
  • Label every box with the contents. Create a numbering system for your stored boxes that you can put into a spreadsheet for cross-checking. This will also make it easier to find the documents that you need.

Documents Storage Solutions at a Storage Facility

Self storage is a perfect solution for business storage from retail inventory to contractor’s equipment to document storage. Placing your documents in storage will help to keep your office and business clutter free as well as help to decrease your stress and increase the productivity of your staff.

Looking for Tips on Storing Your Belongings?

Explore our solutions tips below to get tips and advice on how to properly store your belongings.

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What size home are you storing?

1 Bedroom Apartment

2 Bedroom Apartment

2-3 Bedroom House

4+ Bedroom House

Single Dorm Room

Studio Apartment

5x5 locker

5' x 5' (25 sq ft) (Locker)

Half the height of our standard 5' x 5', our lockers will hold personal items, clothes boxes, business records and sale rep materials. This is our smallest storage unit. Available at most locations.

5x5 unit size

5' x 5' (25 Sq. Ft.) (standard closet size)

How big is a 5x5? A 5x5 will hold personal items, clothes, boxes, small furniture items, business records and sales rep materials.

5x10 unit size

5' x 10' (50 Sq. Ft.) (walk-in closet size)

Will hold small amounts of furniture, boxspring and mattress, business records and other small items.

10x10 unit size

10' x 10' (100 Sq. Ft.) (standard bedroom size)

Will hold a 1 bedroom apartment w/major appliances, other furniture and supplies.

10x15 unit size

10' x 15' (150 Sq. Ft.) (1/2 standard one-car garage size)

What will fit in a 10x15? This size storage-unit will hold contents of a 2 bedroom apartment or house including appliances and boxes, or commercial storage inventory.

10x20 unit size

10' x 20' (200 Sq. Ft.) (standard one-car garage size)

Will hold contents of a 3 bedroom apartment or house plus major appliances and lots of boxes. Business storage, ideal for storage racks.

10x30 unit size

10' x 30' (300 Sq. Ft.) (standard two-car garage size)

Will hold contents of a 4 to 5 bedroom house with major appliances and room for boxes. Business storage for files, equipment and permanent records.

Renting Online is Simple

  1. Select the storage unit size you’re interested in.
  2. Click on “Rent Now” and follow the steps.
  3. Select the autopay option.
  4. Once completed, you will receive an email with your storage unit number and access code.
  5. To reduce person-to-person contact, don’t forget to bring your own lock. Don’t already have a lock? No problem you can stop by the rental office to buy one on your first visit!