Using a self-storage unit for document storage makes so much sense for businesses both large and small, and offers big advantages over either storing records onsite in your offices, or offsite in a document storage warehouse.
Although the digital age has had a big impact on the way most companies do business, there still seems to be a lot of paper floating around. Some of it can go right into the shredder or the recycling bin, but sometimes you have to keep it. Knowing what to keep and what to toss can vary from business to business; this IRS article on small business recordkeeping is very useful, as is this set of guidelines for record retention from Smead.
Once you figure out what to keep, you have to figure out where to put it. The first two options that a lot of businesses might consider are 1) find a place somewhere onsite to store records, or 2) use an offsite physical data storage warehouse. Both of these options have disadvantages.
Using valuable office space for records storage can be a nuisance. If your staff is expanding, or you just need more space for increased productivity, it can be downright unacceptable. And when you think of “off-site physical data storage”, you think of some huge warehouse where your barcoded boxes are mixed in with the records of a thousand other businesses, and you have to make an appointment to see your files.
It doesn’t have to be like that. Renting a self-storage unit offers big advantages over both those options.
- Free up office space for other more critical uses.
- Limit access to sensitive documents, as opposed to having them where anyone in the office can get to them.
- Prevent deterioration of important documents by renting an air-conditioned unit, which will control heat, humidity, and dust,
- Access 365 days a year.
- Reasonable rates, flexible month-to-month terms.
- Different size options.
- Excellent security.
Another big advantage over an offsite document storage warehouse is that you can set up the files anyway you want. It’s a good idea to make them as accessible as possible; you might even want to consider using filing cabinets rather than boxes. If you do use record storage boxes, rather than stacking them, you could using free-standing shelving to make access to each box a breeze.
Dollar Self storage has clean and secure locations all over the southwest, and understands the needs of businesses both large and small.