Whether you need to save space in your filing cabinets or simply don’t have a safe area to keep such items, a storage unit might make sense for your company’s important documents, like tax forms, insurance policies, invoices, and employee records. With a secure storage facility, you won’t need to worry about theft. Still, to guarantee that they’ll be in the same condition as they were when you left them there, take note of the best storage methods for documents. 

Do: 

Get reliable containers. 

Archive storage boxes are sturdy and stackable, and they include room for dividers so that you can categorize your documents. Lockable filing cabinets allow for organization while also offering more security, though they take up more space. Safes are also a great choice. 

Have a system. 

Whether you choose boxes, cabinets, or safes, put labels on them so that you can quickly find the documents you need whenever you visit the storage center. Keep the newest files at the front of the unit for easy access; the oldest can go in the back. Maintain an independent record of what you’ve put away for storage and which containers have them. 

Update regularly. 

Come to your storage unit periodically to clear out the documents you no longer need. As a general rule, it’s okay to throw out financial and employment records after seven years and tax records after five. 

Don’t: 

Take any unnecessary documents. 

Don’t waste space in your boxes or cabinets with documents that you’re not legally required to keep. Check with a lawyer or an accountant knowledgeable in your industry about what you don’t need anymore. Also, shred and recycle duplicates. 

Leave them on the floor. 

Letting your containers sit on the floor of the storage unit is a good way to invite mold growth or decay on your documents. Place them on a pallet, shelf, plastic sheet, or piece of cardboard to encourage airflow. 

Allow access to just anyone. 

Keep your keys, access card, and passcode safe from anyone who isn’t authorized to enter the unit. Otherwise, your documents may not be safe no matter how well you arranged for their storage. 

You’ll find the perfect storage unit for your business documents at Texarkana Storage and RV. Located in both Texarkana and Lakeside, TX, they boast units in a variety of sizes ranging from 5x10 square feet to 12x20 square feet, perfect for securing your tools and equipment in addition to your paperwork. For your convenience, your unit is accessible and well-lit 24/7. To check their availability, call them today at (903) 792-7867 or message them online.