In the current digital world, you may be surprised to learn that there are businesses that continue to rely on physical document storage. These include companies that keep records for legal or regulatory purposes as well as those that haven’t fully transitioned to digital document management
Companies that Can Benefit From Self Storage
- Healthcare Companies: Physical document storage is required due to patient confidentiality laws.
- Finance Companies: Strict regulations require paper trails for audits.
- Older Businesses: Legacy businesses with traditional paper-based systems are sometimes slow to adapt to digital document management. Additionally, they can feel uncomfortable with the vulnerability of cloud storage.
If your business falls into one of the above-mentioned categories and you’re drowning in paper, My Storage Plus has your storage solution. My Storage Plus caters to your business needs with secure, climate-controlled self storage for your important documents.
A variety of sizes, from a small 5 x 5 self storage unit all the way up to warehouse-sized storage, provide you with dependable, accessible storage for your documents. Flexible monthly leasing gives you the option of scaling your storage space depending on your current needs.
Storing and Organizing
Your first task is to choose a self storage facility that is located nearby your actual business location. You don’t want to have a long drive if you access these documents regularly.
Now that you’ve located the right space, here are a few suggestions to make the most of your business document storage.
Tips to Maximize Your Space and Protect Your Valuable Documents
Climate Control Keeps Your Documents Damage Free
Climate-controlled self storage protects your paperwork from extreme temperatures and humidity. A climate-controlled unit typically stays between 55 and 80 degrees at all times to prevent humidity, mold, and mildew.
Use Durable Storage Containers
Your documents should be packed in strong, sturdy boxes. Depending on your needs, document storage boxes come in a variety of materials. Strong cardboard or plastic file boxes work for most documents; and, for an added level of protection, you can invest in fireproof and waterproof containers. If your boxes aren’t completely full, use some type of filler to keep the contents from shifting.
Limit Access to Your Self Storage Unit
Share gate codes and keys only with trusted personnel. If your facility has Bluetooth access, you can text a temporary access code to authorized individuals. Access can be immediately revoked when it is no longer needed.
Keep Boxes and Containers Easy to Move
Don’t overpack your containers. Be sure that your document storage boxes are no more than 30 to 50 pounds. This will ensure you can move and lift them with ease.
Don’t Leave Storage Boxes Sitting on the Floor
The best solution to keep your documents above the floor is shelving. If that won’t work for you, place your containers on pallets or plastic sheeting.
Place Least Used Documents at the Back of the Storage Unit
Your oldest, least used files should be at the back of your unit. This leaves room in the front for paperwork that is used regularly.
The same is true for stacks of boxes. The least needed should be on the bottom, with newer materials near or at the top.
Label and Inventory
Stay organized by labeling your boxes so that you can easily access them when necessary. One way to do this is with a numbering system. Use a spreadsheet to make cross-checking easy. Keep an updated copy in a safe place away from the unit.
Self Storage Can Be A Tax Deduction
Remember to save your monthly storage bill. You may be able to use it as a tax deduction.
Conclusion
If your business is one of the few that still require physical documentation, self storage can help maximize your space and maintain your productivity. A reliable, climate-controlled self storage unit will keep your business documents safe, organized, and accessible. Call My Storage Plus today to discuss storage and amenities for your business.