Most offices in Northern Ireland still need physical file storage for storing papers, even though companies have talked about going paperless since the early 2000s. Having physical copies of important documents can be reassuring, and some people have difficulty reading documents displayed on screens, so it is likely that some paperwork will remain for years to come. Organise your office’s document storage efficiently, securely, and cost-effectively with these tips.
Identify the length of time paperwork must be stored
Depending on the type of document and the nature of your business, there are rules about how long it should be stored. Identify how long you must keep the relevant paperwork and then decide how to proceed.
Any old paperwork should be shredded, recycled, or stored
To avoid cluttering up your office file storage space, you can dispose of duplicates and outdated documents that no longer need to be retained. Before destroying the original paperwork, you can scan and store it in your cloud storage if you’re concerned about losing something important.
Move your old files into archive storage boxes if you aren’t ready for online storage yet and want to focus on scanning more modern documents instead.
Each file should be clearly marked with the client, file type, and subject, and each box should be labelled with the year it was stored. Make a note on the lid of which files are stored in each box.
To keep archive boxes safe and dry, consider renting archive storage space at one of our self storage facilities if your office lacks file storage space.
Make sure your business file storage is organised
Choose a different colour for each type of contract, client, or funding arrangement, for example, to make it easier to find files. File dividers should make it easy to find relevant sections in each file, such as invoices, correspondence, court orders, and contracts.
Before storing papers, label them clearly
It is very useful when there are dozens or hundreds of files stacked up on a shelf or in a filing cabinet if all the files are clearly labelled in a standard format.
Establish a system for storing large items
The office should agree on where to store large items (such as plans, drawings, sample materials, etc) that cannot be stored in a file. It would be cheaper to move a lot of these items into a small self storage unit if you don’t need them on a regular basis.
Make sure you keep track of any other documents or items belonging to each file, as well as where they are stored.
Agree a scanning system
It’s very important to choose a standard naming convention for online files so that you can find them and add to them at a later time. Once new files are routinely stored online, you could start the task of converting your past file storage to being online. You could do this year by year, working back from last year to your oldest files, or from your oldest files up to the point at which new work began to be scanned.
To free up space in your office, you could safely archive physical copies of documents in a self storage unit if you need to keep them in storage.
Choose a safe storage space
Our business file self storage units are all monitored by CCTV and fire alarm systems, with pest control measures in place, and all units are enclosed, so they’re protected from the elements.
Make sure future filings are taken care of
When you spend all that time organizing your old documents and files, it does not make sense if new ones keep building up on your desk and in drawers. Ensure that the whole team is onboard with the need to keep filing up to date – perhaps assign a ‘file storage’ time- say once a month – and make the filing system for ongoing work easy to use and accessible to everyone.
It will take time to organise your office file storage – particularly if you’re scanning files to store them digitally. You need to do it right, because later if you can’t find a file due to a filing error, you won’t be able to fix it.
These tips should inspire you to tackle your office file storage system, making it so much easier to find what you need in the future.
Running out of room for your paperwork and documentation? Go Box Self Storage offer a range of flexible business storage options to suit your requirements.
Go Box can deliver single unit self-storage trailer or a double unit self-storage trailer to your business premises using our secure mobile trailer service. The trailer is parked safely at your premises on the day of your choice, and you have all day to load it. Each trailer comes with loading ramps, a convenient trolley and we can supply any additional packing materials you might require. (Assisted loading can also be provided.) When you’re finished loading, simply lock the storage unit with your own padlock and key. We will collect the trailer again and bring your goods safely back to our storage centre. We unload your whole storage unit and store it safely within our warehouse. You can still have access to your unit at our storage centre by appointment.
Office & Business File Storage – We Deliver, You Pack, We Store
Organising document storage doesn’t need to be stressful. At GoBox Self Storage, we offer great value self storage for businesses in the Greater Belfast area (stretching as far as Bangor, Lisburn, Crumlin, Templepatrick, Ballyclare and Carrickfergus). Our storage services have been specially designed to be simple, secure and convenient..it’s as simple as 1,2,3!
To book your business file storage solution, go to:
E: [email protected]
T: 028 9600 5005
NOTICE: We cannot store Food, Flammable Liquids (including Aerosols, Paints & Varnishes), Firearms or Illegal Substances.