8 Great Document Storage Tips
If you are still storing your records and documents in-house then follow these document storage tips for a more efficient storage space.
- Make sure documents that you access regularly, such as templates, are stored where they will be more easily accessible, a dedicated template filing cabinet for example could save a lot of time and effort.
- Make sure your storage area stays dry. Damp areas will attract mould, which will not only damage your documents but can also be a health hazard.
- If you are archiving your own documents, then you can save space by not storing your documents in lever arch files or with any bulk or unnecessary packaging.
- A smart idea to reduce water damage in case of flooding is to raise your filing shelves or cabinets off the ground. You could use wooden or plastic pallets for this or even a few bricks if you have to.
- Make sure you remove duplicate documents before archiving. If you have lots of duplicates you are going to use up more documents storage space and you may run out of space or end up with an overly full storage space, which will not only make accessing your documents difficult but may prove to be hazardous.
- Make sure access to your documents storage area is limited to authorized persons only. Many of your documents may contain personal or confidential information and it should not be accessible to just anyone.
- If you have documents that are no longer need, important or have been kept longer then the retention period required by law then save storage space by having your documents shredded.
- Make sure to label all your documents, storage boxes, cabinets and shelving in a logical manner a little planning and foresight can save you a lot of time down the line. Also, make sure you organise by year and type of record, it will save you many a headache later on.
Iron Mountain offers far more than just document storage tips. We offer a wide range of document storage solutions and complete records management for companies large and small. Contact us to find out more.
Image Credit: Copyright: fkdkondmi / 123RF Stock Photo