We are living in a technological age where most people strive to store documents in the cloud. However, due to government regulations, a company is required to keep efficient paper records of income and expenditure and keep the records for 7 years after completion of transaction or operation. You may wonder, how can these paper documents be stored without getting damaged in the process? Below we highlight tips for storing office documents so they are found easily:
1. Organize your workspace
This is the first step in making sure you store documents safely. A person should go through their documents and find which documents need filing and which ones need shredding. Any duplicate documents should be thrown away. This makes sure that sensitive information doesn’t fall into the wrong hands. Clear drawers and cabinets, then begin from scratch to design a system that will work for everyone.
2. Start filing and label clearly
Having filing cabinets is very vital. This helps colleagues retrieve documents easily and prevents misplacement of files. Thus, it should be easy to get access to and understand where each file is. One can use an alphabetical order to store files in cabinets or label them in order of purpose or dates. Keep an index of all document folder names which will aid you in keeping track of added documents.
3. Use storage boxes
Sometimes documents pile up and the filing room may not have enough space. Make use of document storage for office services. One can choose between classic cardboard or modern plastic storage containers. Storage document boxes should have appropriate labels and you can arrange them horizontally.
4. Storage environment
The documents should be stored in a cool environment that has temperatures around 20 degrees and relative humidity of 35 and 55 percent. This tip needs to stay top of mind. Storing documents in a basement or attic will have a negative impact on the documents. Such areas have an irregular temperature. One should store documents off the ground to avoid moisture leaking from the ground into the boxes. Use a ranking system that stores documents on shelves off the ground to prevent damage from situations such as flooding.
5. Storage place
A person may lack space to store documents within an office. Therefore, you may decide to hire a company that offers document storage services. You will benefit from transportation storage, document imaging as well as disposal. With all this taken care of, you can cut the cost of operation and enhance efficiency at the workplace.
The company makes sure that its storage site meets the right requirements depending on the documents being stored. The company should offer the right packing system and protection protocol like sprinklers and smoke detectors if a fire breaks out.
Conclusion
Storing physical documents may seem like an uphill task. However, when you follow the tips highlighted above, you’ll be able to use natural anchor storage, document storage for office. Having physical backup goes a long way in helping one retrieve documents if their online system has jammed. It seems old-fashioned but it’s worth considering.
