Document storage is a part of any business. Whatever industry you are in, paperwork is bound to be part of it. You may aim to conduct a paper-free office, or most of your files are digital. However, there will still be requirements for storage of documents. Accounting, receipts and other paperwork will require storage for reference at a later date.
While you can easily manage digital files with hard drives and cloud storage, what do you do with your office’s paperwork? Offsite storage and self-storage units are an excellent solution if you need space for all those files. Here we share some tips on choosing a document storage provider.
What are the benefits of using a document storage provider?
You may have an excellent organisational system for your business, but paperwork will still accumulate. Documents storage can be more efficient if you use an offsite document storage provider. There are many benefits to using this type of system, including:
- Improved working environment – removing excess documents gives you a clutter-free workspace that enhances productivity. Stacks of documents and other paperwork is no longer in the workplace, so it’s tidier and much more professional looking.
- Secure storage for documents – using a business self-storage unit, your documents will be protected using the best security systems. It will give you and your clients peace of mind, it will keep the information within the files safe and secure.
- Easy access to records – having a storage container for your business files will allow you to organise everything properly and easily find information when you need it. Many storage providers offer local locations for storage units, so you will have all your information nearby.
Using a self-storage unit is an excellent choice if you work from home. It will help keep your home free from clutter and save space. Your business and its paperwork will no longer take over your home and be in the way when spending time with your family. Our blog on the top 6 benefits of storage units for self-employed people has more information.
What you need to consider when looking at storage for documents
When it comes to finding the best document storage provider for your business, there are several important factors you should carefully consider. Choosing the right storage facility is a decision that can affect the efficiency, security, and overall organization of your operations. Before signing an agreement with any provider, it’s essential to thoroughly review the contract terms. Ensure that the terms are clear and fair, particularly regarding things like rental rates, duration, fees, and the process for terminating the contract if necessary.
In addition to the contract itself, there are several key considerations to keep in mind as you evaluate your options for document storage:
Access – The ease of access to your storage unit is crucial. Consider how frequently you will need to retrieve or add documents. Make sure the storage facility offers convenient access hours, and determine whether it provides 24/7 access if necessary. Ideally, you want a provider that allows you to access your documents quickly and efficiently whenever you need them, without unnecessary delays or restrictions.
Location – The location of the storage unit is another important factor. You will likely want to select a facility that is in close proximity to your business or office. This will not only save you time and effort but also reduce transportation costs when you need to transport documents or materials between locations. A nearby storage unit ensures that your business operations remain streamlined, especially in situations that require urgent access to documents.
Security Systems – Security is one of the most critical aspects of document storage. You want to ensure that your sensitive business materials are protected from theft, damage, or unauthorized access. Look for a storage provider that employs state-of-the-art security measures, such as video surveillance, security gates, alarm systems, and access controls. It’s also important to inquire about the staff’s training and the overall safety protocols in place. The more robust the security, the greater peace of mind you will have knowing that your important documents are safe and secure.
Size and Capacity – The amount of storage space you will need depends on your business’s size, the volume of documents you generate, and how long you need to store them. Many providers offer a variety of storage unit sizes, including smaller units that are perfectly suited for documents and other business materials. If you anticipate a growing need for more storage, choose a provider that offers flexibility and options for expanding your storage capacity as your business grows.
Ultimately, finding the best document storage provider will depend on factors such as your business location, the volume of documents you need to store, and how easily you need access to them. Whether you need a small unit for regular document storage or a larger one to accommodate a growing archive, look for a provider that offers a combination of excellent security, convenient access, and affordability. A good storage unit facility will ensure your business materials are stored safely and can be easily retrieved when needed.
Using a storage unit for documents
When you have found a suitable local storage unit with everything you are looking for, it’s time to use it. Start by selecting all of the files you want to store and organise items ready for transport to the storage facility. You can organise files by:
- Use storage boxes
- Organise files in the document storage box
- Place older files in the back of the unit
- Ensure you have easy access to files you may need again
Organising the files in your storage unit similarly to how you would use them in the office is a good system. It will help you identify which document storage box you need. It will also make sure you can quickly locate files if you need to access the information later.
The many benefits of storing business paperwork and other items in storage are the reason why this has become a popular use for business storage. It saves a lot of money for you as an affordable storage unit is cheaper than moving to larger business premises. Many storage yards offer flexible contracts, so if you only need short-term storage for documents, it’s ideal.
If you are looking for a storage unit for your business, we have a range of containers and storage yards. Our sites offer secure units monitored by CCTV. Each yard has a unique lock with coded access so you can access your files and document storage when it’s convenient for you. The flexible contracts we offer are perfect for short-term storage and our attractive pricing is perfect for longer use.
Contact us today to find out about renting a storage unit and prices. Many business owners and self-employed tradespeople use our storage facilities so that we can provide the best storage unit for your business documents.
