Over time, your business will likely accumulate countless documents, and you may not have space for them all in the office. However, you might need to hold onto most of them because they contain important information like tax files or client history. In this case, a storage unit is a convenient solution. To ensure your documents stay secure and in top shape, here are a few do’s and don’ts for storing them. 

Do: 

Get a climate-controlled storage unit. 

Paper can deteriorate over time in heat and humidity and become impossible to read. To preserve your documents, keep them in a controlled climate.

Scan all documents. 

If you plan on putting any important files in a storage unit, scan them first. Having an electronic copy will let you access the documents at your office instead of driving to the facility. You’ll also feel reassured knowing you have a backup. 

Choose a secure facility. 

Business files can be highly confidential, which is why you need to store them in a secure facility. When scouting options, look for a gated entry with a keypad, a well-lit facility, and security cameras.

Don’t:

Place newsprint between documents. 

To preserve your files, don’t use newsprint to cushion the pages. Newsprint ink can transfer and stain the paper. 

Store paper in cardboard boxes. 

Cardboard boxes can deteriorate over time and be a fire hazard. Additionally, if they’re left on the floor, they can be susceptible to potential flood damage or become a home for insects. Purchase metal, lockable filing cabinets instead.

Give out security information. 

Once you’ve moved the documents into the storage unit, keep the security information to yourself. It can be tempting to grant access to staff members so they can run errands to the unit, but this may result in a security leak. 

If you’re looking to gain more office space by moving your documents elsewhere, turn to Advantage Storage in Flower Mound, TX. They provide month-to-month leases for climate-controlled storage units throughout the Southwest in 31 locations. Visit the website to find the location nearest you, or call (972) 212-5225 to ask about availability.