Archive Storage

Archive Storage

Archive Storage

Archive storage is an often overlooked element of any business, but can make the difference between efficient storage of your files and papers and putting yourself in the position of losing your archives should anything happen to your office, or filing system, or worse, overburdening your filing system to the point that it's difficult to use or inaccessible.

Archives of all shapes and sizes

* Archives come in all manner of paperwork volume from a couple of boxes to dozens of filing cabinets. This can be reduced slightly by being ruthless about what you store for example if you issue invoices from an online site or software that produces PDFs, considers archiving the invoices in PDF format on a CD or pen drive. If you have the ability to provide computerised copies of your documents, this often saves space and time when sorting paperwork for archive storage.

* Don't keep everything it's not necessary for example, to keep junk mail or other items of paperwork that don't directly relate to the running of your company. Even if it's something filed as follow up', chances are, once you archive it you never will, so don't keep it. Ruthless removal of your paperwork can result in less to store.

* Store sensibly One of the biggest issues companies have with storage, beyond volume is how to transfer the contents of their filing cabinets. You should consider buying archival boxes and only load them until they are safe to carry. Overstuffing them will just result in problems should you need to access them. If possible, consider simply lifting your foolscap folders out and replacing them with new ones. If this is not possible, work one file at a time, so your files don't get jumbled.

* Rotate them out There is a statutory period for most records unless you are in healthcare or other areas that require permanent record keeping, so ensure that if you can rotate them out that you do. Keeping the most essential information in a specific sub folder inside the box works well. It should also keep your archive storage rent low.

* Check that the company is certified some storage units won't allow you to store paperwork or other valuables, while others carry partial certification for handling your materials, so be sure the company you use has appropriate insurance and is an established business.

Remember too that archiving mid-year, especially for completed contracts can save you time, and sometimes money you do not need to account for paperwork the drawback to this is that if your accountant needs to see any paperwork, you would need to retrieve it. One of the things that some companies do though is make the move to take their paperwork to accountants and then store their paperwork once their tax year closes.

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