The Importance of Professional Document and Archive Storage
18 Nov 2019

The Importance of Professional Document and Archive Storage

Is your company or business drowning in paperwork? Do you feel the need to free up some extra space in the office? Nowadays, regulations usually require that businesses hold on to their records for up to a decade. That’s a lot of paper! So, where does it all go?

If you require document storage with no frills and affordable pricing, self-storage can help you with customized solutions tailored to your needs. Here are some of the main reasons why professional document storage can help you and your business.

Saving Money

Who doesn’t love the prospect of saving money while also making their business more efficient? When you store your documents in your commercial rented space or store, you are essentially losing space that could be put to better, more profitable use.

Perhaps your business is growing and needs more office space for additional employees, or you plan on adding a few new displays in your retail store. Or, maybe you want to downgrade the size of your store altogether. Whatever the case may be, it is cheaper to rent additional storage space for documents than it is to rent more office or commercial space.

To save you even more, Jiffy offers secure document storage for those that want to put away archives for the long-haul. Some document management companies offer additional services such as shredding, delivery, filing and more. These services come with extra costs and detract from your company’s budget.

Climate-Controlled Storage

For the protection of your data, our units are temperature and humidity controlled. Documents and archives that sit in storage for a long time can be easily affected by their environment and accumulate dirt, stains and tears.

For some companies, it is imperative that documents are preserved and kept in good condition or else they become useless. Some paperwork may even deteriorate to the point of being unreadable and indecipherable. If this paperwork is needed again in the future for auditing or legal reasons, it could be inadmissible if missing pertinent details.

If you choose a storage facility that is not climate controlled, you run the risk of potential damage to the very documents that need preservation.

Extra Space and Organization

If you’ve been sitting in piles of paperwork for years and are looking for the chance to get organized, you’ve come to the right place. With professional document storage, you can clear up space for your business or store and keep all important paperwork in one place. It is an especially good practice for a business to be well prepared and proactive.

Company documents should be accessible and well maintained. In the long-term, this will help increase productivity as the company will not only be clutter-free but will know exactly where to find documents should the need arise. There’s no better time than now to get organized!

Safety of Data

One main reason that businesses choose to keep their important documents and archives off-site is safekeeping. Compliance and legal regulations may even mandate this for some companies. This can help ensure that confidential documents stay confidential.

For example, banks and financial organizations hold important data regarding clients and are under a strict protocol to keep these documents private and secure. When security breaches do occur, they cost these companies a lot of money and labour efforts as employees must work to mitigate the risks for clients.

To be on the safe side and prevent these types of situations, it is a good idea to keep sensitive data and paperwork away from the main office space. While you know and trust the employees who work with you, there may be others who come into your space regularly that you don’t know.

This can include cleaners, mail carriers, delivery people, construction workers or even visitors and guests. Your time should not be used to keep tabs on everyone. With professional off-site document storage, you can focus on what matters for your business.

At the end of the day, you want to know that your important documents and archives are safe and in one place.

If you would like more information about safely storing your businesses’ documents and archives, call Jiffy Self-Storage at 416 745 4339 or contact us here.

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