Drew Davies of Big Yellow Business Storage has kindly put together this guest post for us. Big Yellow Storage offer flexible business storage solutions.
We all know we have to keep important documents safe – for the day-to day operations of our business and as reference for tax returns – but striking a balance between effective storage, with easy, logical access, and a cluttered office space is vital.
Security is important too – especially when it comes to storing expensive items (such as specialist equipment). How can we optimise our business storage for maximum safety and effectiveness?
Online storage
There has been much talk of the "paperless office" over the years, but most companies still have considerable wood pulp in their filing cabinets. This trend is changing though; cloud based, or virtual storage for businesses, is gaining traction (Google recently convinced the first bank to use cloud computing).
Using online storage is a great way to save physical space, but there are some things to remember.
First, scan quality. There are many types of scanners, and most of the newer ones create very good quality scans, but make sure you save the scanned file at the right dimensions (too big will take up lots of virtual space, too small and it might not be legible). Name your scanned files carefully (be descriptive, not generic) and scan in a universal format (this can help future proof your digital documents).
In terms of online storage, there are two major considerations, support and security. Free suites like Google (which offer free document uploads) might seem like the most cost effective solution, but support might not be provided if your documents are lost or corrupted somehow.
It could be worth upgrading to a more comprehensive service that can guarantee your stored information will be secure. Apple, Skydox, Dropbox, Amazon and Microsoft all have online storage solutions. Finally, make sure you regularly back up your documents and information.
Top tip: you don't even need to buy a scanner to make copies of your documents. If you have a smartphone you can use scanning apps such as Genius Scan, Scanner Pro and Doc Scan.
Document storage
There will, however, still be some documents you will need to keep a hard copy of. Avoid mixing different types of paper (newspaper clippings and regular paper for example) as the different acids in the paper can cause deterioration.
For best protection, store paper documents flat and unfolded (no paperclips or adhesive tapes that can be damaging) and keep in a cool, dark, dry place. Dust is abrasive and contains chemical contaminants that will affect the stability of the paper so make sure to keep the storage area clean, and check periodically for fungi or pests such as booklice.
Top tip: never store documents in plastic bin bags as they can retain damp. Instead, line a good quality box with acid-free tissue paper.
Storing expensive items
According to crime figures from the Guardian, burglaries are already up 14% on 2011 so security is a key concern and investing in a good quality alarm system is a sensible idea.
Storing the more expensive items at the back of an office storage space, in unmarked boxes, might give some extra protection, but it's not so viable if you need to use them regularly. A self storage facility can give peace of mind, with CCTV cameras, perimeter fencing, pin-code lift access, and individually alarmed rooms.
Top tip: consider distance to the storage facility and access hours as well as cost and security when considering self storage.
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