When considering document management for your business, it’s important to find a storage facility that is safe, secure, and climate controlled. Make sure to do your research beforehand so that you can ensure the storage facility you choose fits your particular criteria. The documents, receipts, and archives of your business are important and an integral part of keeping your business running smoothly.
While you may not need these documents in the short term, it is very important to keep them handy in the event that your business gets audited or if you need to recall a transaction. If you are a business owner in need of document storage for your important business archives, read on to discover some of the most common mistakes people encounter when storing their vital documents.
1. Keeping files at home
Your home is never an ideal place to store important business documents. While you may think these papers are safe at home, it’s possible that your kids or pets (if you have them) can access and potentially ruin them. Also, if you are living with others or renting with strangers, it’s possible that others will have access to private or confidential information. In these cases, it’s much safer to keep your business files in an offsite storage location that only you can access.
The same is true if you are keeping files at your workplace. Ideally, a good place to keep your files is where no one else can access them and where they have room. This is especially important if your business is quickly growing, as you may need more room for documents in the future, and you definitely don’t want to crowd your main office space with these files.
2. Your storage isn’t climate controlled
Businesses that don’t choose climate-controlled storage when looking to store their documents could find that after some time, their files have become damaged, illegible, and ruined because of humidity and moisture that seeped into the storage unit. It’s very important for any business to choose climate-controlled storage for their physical files so that temperature fluctuations and humidity won’t be an issue. It would be very disheartening to find that when you need to retrieve a vital document, it isn’t in the condition you left it in.
3. Not ensuring safety measures
Make sure that the storage facility you choose for your document management is safe and secure. This means that the facility should be equipped with surveillance, cameras, and sufficient lighting to deter thieves. Do your research on a facility and the amenities they offer before you commit to leasing a storage unit.
4. You don’t use document storage boxes
Proper storage for your documents means that you don’t just place loose papers carelessly. Ensure that you use proper, sturdy storage boxes, and that you don’t overfill these boxes or leave too much space for documents to shift from their place. Make sure that all boxes are properly sealed before storing.
5. No organization
There needs to be some rhyme and reason when storing practically anything, and this goes for document storage as well. Make sure that you use an organization method that makes sense to you, and that you use the same method continuously. This could mean colour coding or sorting by month, day, or year. Whatever you decide to do, make sure it works for you, as you will be the one accessing these documents later on.
6. Not labelling boxes
Label your boxes so that it’s easier to retrieve what you need when you go looking for it. You can either use a label maker or simply write on the boxes with a Sharpie. Just make sure that you know which box contains which documents so that you don’t have to go sifting through everything when looking for something in particular.
7. Keeping only physical files
As a general rule of thumb, always back up physical copies of your documents digitally. Upload digital copies to your computer or your hard drive so that you have these files conveniently located and accessible. This can be just in case something were to happen to your physical/original copies.
8. Improperly disposing documents
When it comes to disposing of your business archives or documents (should you need to), make sure to shred them for privacy and security reasons. Always shred old documents instead of simply tossing them away in the trash. Thieves could be on the hunt for any information to use against you or your business, so please be wary when getting rid of any sensitive information.
Your business deserves to thrive, and part of that means finding an affordable and convenient way to store important documents and archives. You never know when you may need to access your records in the future, so it is a good practice to always keep them nearby. For more information on document storage units in Toronto and the GTA, please call Jiffy-Self-Storage at 416-74-JIFFY (54339) or contact us here.
The safety and security of your documents and vital business archives are of the utmost importance to us. We prioritize the concerns and needs of your business. Contact us today for more information on our services.