Do you have piles of documents at your office? Is your business generating a large collection of files, documents and records? Do you feel your office is messed up because of these documents? Today, self storage is providing the best solution for any type of storage related issues.
Now-a-days, though many businesses use electronic records to reduce the paper wastage and to maximize the office space, we can often find business which are required to maintain certain physical records for many years indefinitely. Managing the office space by using boxes, crates, and cabinets will make your work space congested. Expanding the office space will cause unnecessary expenses to the bottom line.
Medical, legal, insurance industries generally require storing documents for a long period of time. Some businesses may require backup copies and even individuals may have many personal papers and family archives.
It is recommended to use self storage facilities for storing sensitive documents. Storage facilities provide many unit sizes for organizing your documents based on your requirements. If you have large collection of documents, an organized system will help your business maneuver to locate the needed document easily and quickly. Here are some tips for document management.
1. Determine the responsibilities and estimate the resources that will be needed.
2. Identify the records needed to document the activities and functions at your office like records, reference materials, personal papers, published documents, scanned forms etc.
3. Prepare the record custody that you are going to store in the unit.
4. Clean out the records which are beyond the approved retention period.
5. Organize the records by using files, folders etc.
6. Use reference sheets and place them at the top of the file, as a name plate and document all the material placed inside the file.
7. Try to clean out inactive materials, obsolete referenced materials on a regular basis.
8. Establish a policy for who is authorized to view certain files and the processes to access them.
9. Store the documents that you need to access regularly at the front of the unit. Organize the records by year and type of the record.
10. Limit your access and have a secured code lock or a key.
11. Choose a storage unit which is convenient and closer to your office so that you can access your documents easily when ever required.
The best thing to do to save paper records is to protect the documents from damaging environmental impacts such as continuous exposure to light, extreme heat and moisture. So when storing paper you should use a dry and draft free space. Cover the materials so that they will not be directly exposed to sun light.
Also proper record retention will save you and your business from time and costs. Maintaining proper documents and retaining the unused ones will help you to take knowledgeable decisions about the future of your business. Also, keeping your records can consume massive space at your office. It will be better if you maintain the past 2 year records at your office and transfer the older records to a storage unit for future reference.