Self-Storage: Keeping Your Things Safe

2 Tips to Make Retrieving Documents From Your Storage Unit Easy

While digital storage has gone a long way in improving business document organisation, sometimes it's still necessary to keep paper documents. As a result, if your business premises is on the small side, you may find yourself quickly overrun with paperwork. Since storing paperwork haphazardly can be a security risk, fire hazard and just a general nuisance, it's a good idea to look into business document storage units when you no longer have space in your offices.

One objection many businesses have to renting storage units is that they worry about retrieving those files at a later date. However, as long as you manage your unit with care, you should have no problem finding the documents you need when you need them. Here are two tips that will make document retrieval a breeze.

Categorise Your Files Smartly

Almost every business categorises their paperwork in some way. However, the reason many businesses find it hard to retrieve files they've stored away is because they didn't categorise in the right way. When it comes to grouping your business documents, don't choose arbitrary categories to put them in. Instead, try to keep in mind when you'll need to retrieve them again. For example, you may think that customer account records and bank statement copies should both be categorised under Finance because they're both related to money. However, those two types of documents are used in different situations, so they should be kept separately. Paper bank statements kept for tax purposes would be better grouped in a Tax section along with other documents you might need if audited, while customer accounts should be kept alongside other Client Relations paperwork so you can find them quickly when liaising with customers.

Shred Anything You Don't Need

Another reason why business owners may struggle to retrieve the right documents is because they have too many. When storing your documents in a unit, make sure you sort through them beforehand and shred the ones you won't need in the future. For example, if you're only required to keep tax documents for five years, don't hesitate to dispose of those that are six or more years old. Remember that you can always scan old documents and store them digitally if you want to be able to see them at a later date. Alongside making document retrieval easier, this will also save you money since you'll be able to rent a smaller storage unit.