Are you a business owner or manager drowning in paperwork? Fear not! Roomia is here to help you make room for your business to grow. From employee files to certificates, licenses, and receipts, physical records are crucial to your business’s success. But with all these documents, you need a reliable and organised place to store them. Roomia’s storage units offer a safe, secure, and convenient solution to keep your important documents in order and easily accessible. So let us take care of the paperwork, and you can focus on growing your business to new heights!
Businesses of all sizes and industries, from accounting and legal firms to any business with paper documents, deal with a huge volume of paperwork. Overstuffing filing cabinets and cluttering offices not only bothers employees, but it’s also not very secure. But don’t worry, there’s a versatile solution that can benefit any business – self storage!
By storing important business documents in Roomia commercial storage units, you can free up valuable office space and keep all your paperwork organised and protected. Whether you need to declutter your office, protect your equipment and inventory, or keep your documents organised, business self storage is the perfect solution. So take the first step towards a more spacious workplace with Roomia self storage!
Here are some helpful tips on storing business documents in warehouse storage to keep your items safe from any type of damage:
6 steps to putting business documents in storage
When you choose Roomia for your business storage you can be sure that your documents are safe and secure with 24/7 security. But before you put your business documents into self storage, here are a few things to consider:
Step 1: Deciding what to keep
The first thing to do before storing your business files in warehouse storage is to go through your documents and decide which ones to keep. For many businesses, it is a legal obligation to hold onto physical business documents such as financial records, invoices, bank statements, licenses and registrations for 5 years. These documents should be moved into self storage for as long as you’re legally obligated to keep them.
It is also likely that your business is holding onto old, outdated or redundant paperwork that’s doing nothing but adding to the office clutter. The best way to deal with these documents is to shred them – particularly if they contain sensitive information such as personal details and payment information.
Investing in quality boxes can make a world of difference when it comes to storing your important documents. Not only will they protect against moisture, dust, and pests, but they will also help ensure that your documents stay in good condition for years to come. At Roomia, we offer a wide selection of high-quality boxes designed specifically for storage purposes. With sturdy construction and secure lids, our boxes will give you peace of mind knowing that your documents are safe and protected. So don’t wait any longer, head over to our box shop and start investing in the protection your documents deserve!
Step 2: Choosing the right type of storage unit
Since we’re dealing with paper-based documents, it is vital that they’re kept safe from the elements. Environmental factors like humidity and extreme weather can damage sensitive records and render them useless. For this reason, it’s important to pick a storage unit that is well-ventilated and weather-proofed in airtight, flame-resistant containers.
Step 3: Organising documents properly for storage
Organisation is key to keeping business documents safe and easily accessible. Some ways you can organise your documents and archives effectively include:
- Using manilla folders or plastic document holders to document your files by category, date, etc.
- Placing your documents into sturdy, lidded document storage boxes
- Sticking a label on each box detailing what documents they contain
- Using shelving to arrange your boxes in your storage unit
Keeping your documents in labelled boxes will add extra protection from the elements and make it easier for you to find and retrieve information when needed.
Step 4: Storing documents vertically
Storing your business documents vertically allows for more space and added protection from the elements. The riskiest place to store your documents is at floor level, as this opens them up to hazards like pests and moisture. When they’re up off the floor on shelving or plastic storage containers, it allows for better airflow and a reduced risk of mould and mildew. When you utilise vertical file storage, make sure you keep files with other “like” files. For example, you might choose to keep all business-related licences and credentials near the front of the unit, while items you won’t need as often (like older financial statements) can be stored near the back of the unit. You may also want to organise your storage unit by year instead of by category.
Step 5: Investing in document storage solutions
Leaving your important business documents in files or envelopes aren’t enough to protect them long-term. In order to keep your documents extra safe, invest in a filing cabinet or storage shelf that you can keep within your storage unit. Metal filing cabinets are one of the most efficient and practical choices as they make it easy to categorise documents and are very durable. Storage shelves and plastic tubs or boxes are another useful option to keep your documents well-kept and organised. Shelves with storage boxes may also be a cheaper option yet still gives your documents ample protection from weather, pests and damage and also offers you the opportunity to visibly see the contents of each box.
Step 6: Designating access to the storage unit
Roomia’s self storage allows you to control who can and can’t access your unit by providing you with a unique keypad access code. Provided you don’t share your code with anyone else, only you will have access to the documents inside your unit, providing you with added peace of mind around the confidentiality of your information. While our commercial storage units are equipped with state-of-the-art security and safeguards to protect your unit’s contents, here are some other helpful tips for storing your important documents:
- Do not share your passcode with anyone else. If you do need to share the unit with others (like your colleagues, for example) only give access to those with authorised access to business documents.
- Digitally back-up all your physical documents if possible.
- Ensure that all old records are destroyed according to relevant requirements. Make use of professional document destruction facilities and keep certificates for your reference.
- Keep a log or an inventory for document entries and exits.
- Don’t leave boxes directly on the floor. Raise them up on shelving to protect them from dampness.
- Don’t overpack boxes and filing cabinets. If possible, keep each box to under 20kg to make it easier to move and manoeuvre.
Storing business documents in warehouse storage
At Roomia, we understand the value of your documents and want to help keep them safe and secure. Our self storage facilities provide all businesses with convenient and reliable business storage facilities including commercial storage units with 24/7 accessibility so you can store your documents anytime you need. We also have a Box Shop equipped with all your business storage needs including professional-grade packing boxes.
NEED STORAGE? Make your life Roomia.
At Roomia, we offer more than just storage solutions. We offer service, security and understanding. You’ll soon discover how a little extra space can change your life. For a quote, visit roomia.com.au today.