Storage Prep: Documents

Storage Prep: Documents

While the modern office is increasingly opting to go paperless, there’s always going to be a few boxes of old paperwork quietly taking up space away in the corner. If left unchecked, these boxes can multiply and end up taking over useful workspace, handy storage spots and beloved breakout space.

To reclaim that space, you could go through the hassle of digitising all of your files but that’s an expensive process both in terms of time and money. A far cheaper alternative is to invest in some external storage. And that’s where we come in. At Paisley and Kirkintilloch Self Storage, we offer a safe, secure and affordable document storage service that’s bound to solve all your storage space needs. But before you cram all your archive boxes into a van and drive over, we’ve compiled some handy tips to make sure that your paperwork comes out in exactly the same condition as it went in.
  Backup Important Data

Backup

While this isn’t a storage-specific suggestion, it’s one we can’t recommend strongly enough. Having just one copy of a document is asking for trouble. Backup your documents physically, on disk or in the the cloud and enjoy the peace of mind that comes with knowing you have fail-safe systems in place. Now, onto the good stuff.
  Containers

Containers

The best container-based suggestion we can make is: don’t buy cheap. Cheap containers will quickly disintegrate and leave you with a stack of documents and no way to move them. We offer a range of specialised archive boxes. These are designed for long-term storage and come in a variety of sizes to fit different formats and volumes of paper. Our medium and large boxes specially reinforced to account for heavier storage weights. Believe us when we say that they won’t let you down.
  Weight

Weight

The total weight of your containers is important. Over-loading your boxes too sets yourself up for rips and tears. That means hours of reorganising and shelling out for new boxes. Under-loading your boxes just costs you money. To check how much is too much, as about the recommended weight limits of each archive box. As well as risking cardboard collapse, overfilling boxes can cause injury to those moving them. Work out what weight you can safely move and stick to it.
  Label

Labelling

While you might remember how your boxes are arranged now, give it six months and that mental plan will probably have gone a touch fuzzy. To avoid the nightmare scenario of a complete unpack, decide on a labelling system and carefully apply it to all your boxes. Use the same labelling system across all your archive boxes so you can easily explain to others how it works. Also, consider how your boxes will be arranged. If they are stacked on top of each other, stick your label to the side so you can read it without prising up the boxes on top of it.
  Need

Need

Before you start stacking boxes, take a moment to think about what documents you are most likely to need. Will you need hard copies of your customers’ testimonials? Does your annual audit require original financial documents? Do you need to keep internal communications? Place boxes with the least essential documents at the rear of your storage space and the most essential at the front. If you want a practical illustration of your packing plan, use miniature boxes or pieces of paper and experiment with the arrangement.