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Storing Business Documents for Safekeeping

Updated on May 21, 2014

Modern technology has not done away with paper forms or documents used in the workplace, in fact, with fax machines, modern printers and copiers, it seems the use of paper in the office will not go away anytime soon. If your business file cabinets are overflowing with copies of documents and files that you need to keep, but they keep getting in your way, rent a storage unit in which to archive them.

Keeping Records Safe

Whether you are storing paper files, CDs or DVDs, videos or hard drives, storing them away from your business location gives you an added level of security for the privacy of your clients and your financial records. If your business is ever broken into or a disaster destroys your building, you will still have a copy of your clients’ information and your business files in the storage facility and you can carry on with business as usual.

How to Store Files

When you do need to storage files and other documents, try to store them in boxes no bigger than the file themselves. This will keep them tidy and in their own file so they will be easier to find when you need them. You can get file boxes in several sizes made from cardboard, plastic or metal. However, it will be easier to mark cardboard files with the years the files are from or alphabetically by writing on the boxes with a marker.

Storing Extra Business Computers

If you are storing computers, hard drives or other electronic files, pack them in their own box and use packing materials such as Styrofoam, bubble wrap or packing peanuts to hold them securely in the box so they don't move around in transit. You will also want to keep everything cool and dry, so consider a climate controlled unit for storing your equipment, electronic files and documents.

Storing Office Furniture

If you have wood office furniture that you wish to store, you should prepare it before it goes into a storage unit. Use a soft cloth to dust the furniture thoroughly and apply a coat of furniture polish or wax to the surface. Polishing the furniture will keep the wood from drying out while it is in storage, especially if you are not using a climate-controlled unit. You can use furniture blankets or plastic wrap around the furniture during the moving process to keep damage to a minimum and you can store it wrapped up as well.

Prepare Storage Unit

Before storing anything inside of the unit, sweep out the unit to get any debris and dust out of it and put down plastic tarp to keep your boxes, furniture and equipment off of the concrete floor. These preparations will help keep your business’ stored items cleaner and dry. If the unit opens to the outside, set everything back a few feet from the doorway, if possible and leave enough space to move between items to make finding things easier.

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