As we adjust to the challenges of a new year, it's the perfect time to declutter and get organised, especially when it comes to essential documents like tax return forms, financial records, and property deeds.
In this blog post, we'll explain the importance of securely storing these crucial documents and how a trustworthy archiving system can be your new best friend.
Get ready to kick off the year with a clean slate and a well-organised filing system.
What Is Document Storage?
Document storage is the storing and archiving of paper-based documents and records in a physical space specifically designed for this task.
These dedicated secure spaces are made with the aim of carefully storing paperwork in the most logical and easily accessible way for you to retrieve any document you need, when you need it.
What Are the Benefits of Document Storage?
Secure document storage has many benefits, from improving the organisation of your documents to increasing security, especially if you handle sensitive information and personal data.
Here’s why you should store your documents off-site:
Better Organisation
Find and manage your documents easily by using a good storage solution. While you're sorting and organising your files, you should also consider getting a filing cabinet to help you find the important documents easily when you visit your unit. A good archiving system can save you a heart attack's worth of stress!
Get Help With Storage
If you have a lot of papers and they're hard to manage, an off-site document storage facility will be precisely what you need. Self storage companies help immensely with organising your document storage, including packing and dispatch services to help streamline your workflow.
Improved Security
Keep your documents safe by storing them properly, which lowers the chance of losing papers to theft or unauthorised people. Efficient storage not only protects your sensitive information but also makes everything more secure, which takes a large load off your daily mental strain.
If you're thinking about off-site storage for your files, choose a place with secure storage rooms. Pick a facility with security measures like CCTV cameras, alarms, and security patrols.
Risks of Not Storing Your Physical Documents Correctly
Sub-par document storage can have severe consequences for any business' reputation and financial stability. Most of us are guilty of gathering piles of important files within unprotected places in our homes. Failing to store documents properly poses numerous risks.
Fire or Water Damage
Incorrect storage can expose your physical documents to the dangers of fire or water. Fire can burn or melt files and the smoke produced can harm nearby records. The chemicals in the smoke may also discolour the paper. Water damage can cause ink to run, causing documents to become illegible and useless.
Theft or Loss
Any on-site physical documents you leave lying around are open more easily to theft if proper security measures are not in place. You can avoid this risk by using a more secure off-site storage space.
Wasted Time
Lazy methods of storage can lead to disorganised documents, making them challenging to find and retrieve. This can be very time consuming. Properly storing your documents makes them easier to locate; with an organised process, physical documents become easier to manage. You can make use of cardboard storage boxes, which offer an ideal solution for organising and storing archive files.
Loss of Space
A lack of storage may lead to space limitations because of documents being scattered around the workplace or home, taking up unnecessary room. Properly storing physical documents elsewhere will give you or your company far more space for important day-to-day operations.
Compliance Violations
If you don't use a proper storage facility, then you could be taking a risk of non-compliance with your industry's regulations and legal requirements. This can result in penalties or legal action, and damage your organisation's reputation!
Increased Costs
Not organising document storage on your end can lead to increased operational costs for your business. These include the expenses that come with document retrieval, legal issues, and the need for document restoration or recreation if they were ever lost or destroyed because of bad planning.
Why Choose the Len's Self Storage Archiving System?
- Our archiving options focus on the security of your documents. With our advanced security measures in place, you'll rest easy knowing that your sensitive information is protected against any unauthorised access.
- Len's archiving system doesn't just keep your documents safe; it makes sure they are readily accessible.
- Entrust your archiving needs to the professionals. Len's Self Storage has a team of experts who understand the nuances of document storage. From maintaining the condition of your files to assisting when needed, our team is here to make your life easier.
- As your business grows, so do your document storage needs. Len's archiving options are scalable, accommodating to the changing needs of you and your business.
- Whether you have a few files or an extensive collection, we've got the ideal storage unit size for you.
Your files deserve a secure and organised home, so make it happen with Len's Self Storage. Here's to a clutter-free and successful year ahead!
Get in contact with our team today.
