Will An Archive Company Let Me Use My Own Boxes For Storage?
People who are using an archive company for the first time usually have many questions
for the company on how things work and how best to prepare documents for archiving. Some people may have special requests they wish to have honored, or they just want to know the workings involved in archiving and what the standard policies are. Regardless of the reason a Philadelphia document management company will have to answer a lot of questions; one of which is if a firm can use their own boxes to store their documents in.
Nearly all archive companies allow firms to use their own boxes if that is what they prefer. Archive companies also have boxes available in case a firm needs them. People who want to use their own boxes have to follow some rules, however.
A firm who chooses to use their own boxes can only use unmarked boxes. That means no names of the firm can be on the box anywhere. Keeping files secret for security reasons is a must and something Philadelphia document management companies take seriously. No company names or company logos can be present. An archive company uses a barcode system to track everyone's files. The level of security is increased if the boxes cannot be identified.
Firms must also use standard file boxes only. Not just any box will do. Most archive companies are set up to hold standard file boxes. Trying to fit any other size box will not work. Small boxes will be too small for the area set up for it. This means wasted space which is something archive companies try not to waste. Wasting space costs money. Boxes that are large will not fit into the standard filing area. This leaves them with files and nowhere to store them properly. It just will not be allowed.
Firms also have to remember that boxes that are a unique color, or shape can be identified easily. There are even some non standard boxes that are acidic. This can damage the files the archive company is trying to protect.
If a firm wants to really use caution with their files, they need to use the boxes supplied by the archive company. There will be no worries of acidic boxes or of losing anonymity with the boxes supplied by the archive company. Some firms are set on using their own boxes, however. They must remember standard filing boxes only are allowed.