image
Storage Insights
From Chaos to Order: Business Document Storage Guide
Organization Tips
January 9, 2025

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

My Storage Plus Storing Business Documents

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.

Recent Insights
Organization Tips
Tame the Toy Tornado: Say Goodbye to Clutter with Self Storage
If you have children or have even been around them for any length of time, you already know that they are lovable little magnets for clutter and chaos. From plastic figurines to stuffies to tiny Barbie accessories, the toy tornado can quickly spiral out of control. You’re left overwhelmed and desperate with a killer migraine […]
Learn More >
Organization Tips
Do You Need a Professional Organizing Service?
Many of us can relate to living in a disorganized, chaotic home. Some people are naturally messy, and some are unable to focus and don’t know where to begin. No matter what the reason, keeping your home neat and organized can be overwhelming. However, there are solutions. You can do an online search for one […]
Learn More >
Organization Tips
Maximize Small Spaces With Multifunctional Furniture
Living in a small space can be frustrating. If you enjoy entertaining or having occasional overnight guests, the need for more space can be a challenge. However, there is a solution – multifunctional furniture. Whether you live in a small apartment or a large home, you can make the best use of your space with […]
Learn More >
Organization Tips
How Decluttering Can Give You a Fatter Wallet
Are you tired of digging through piles of stuff to find what you need? Are you regularly losing sales because you miss appointments due to misplacing your key fob? Is it easier to buy new shoes than it is to look for the one that’s buried in the mess? Are you buying duplicate items because […]
Learn More >
Organization Tips
Self Storage For College Students: Keep Your Dorm Room Clutter Free
Storage For College Students You’ve only been at school for a week, but you’re already tired of stepping over clothes, books, and clutter. You can’t find your notebook, and your favorite tennis shoes are missing. It’s time to banish the chaos and reclaim your space with the help of self storage. Keeping a dorm room […]
Learn More >