General Tips for Document Storage
Amit Prajapati
Senior Information Management Specialist | Expert in Document Control & EDMS Implementation for Oil & Gas, EPC Projects | Driving Efficiency & Compliance in Global Operations
General Tips for Document Storage
Whichever way you choose to store your documents, there are certain good practices you should follow in order to make sure your storage system stays organised and efficient. Below are some tips that can help you to do this.
1. Store your documents with accessibility in mind
If you’re storing in-house, you’ll probably be able to save some money, however, it’s important to have a good system in place to make sure your archived documents are easily accessible.
Consider storing documents of the same type together and be sure to label them so you can pick out the necessary documents easily.
2. Keep track of when your documents can be destroyed
Archiving documents is important to ensure that you remain compliant and have evidence such as receipts and payslips when necessary. However, once documents are a few years old, they often no longer need to be kept.
When archiving documents, label them with a destruction date when they will no longer be needed. This will make it easy to keep on top of out of date documents and ensure that you are using your storage space efficiently.
3. Protect your paper documents from wear and tear
To make sure your documents don’t get damaged, you need to think about wear and tear. Even if they’re stored securely, they can still become damaged from frequent handling, sunlight exposure, and spills. Place them inside plastic page slips before filing them away to reduce the risk of wear and tear.
4. Consider bank safe deposit boxes if storing documents off-site
Banks will often give you a discount on safe deposit boxes if you’re an existing customer. Safe deposit boxes can be a good off-site paper storage solution if you only need to store a very small number of important documents.
5. Think about your storage box materials and design
Some materials hold up better to wear and tear than others. If you’re choosing to store your files on-site in storage boxes, try to choose something durable and hard wearing like metal or plastic. You can make better use of your available storage space if you choose stackable boxes.
6. Make sure you store documents in a cool, dry place
Heat and humidity are paper killers. To keep your documents in good condition, try to store them in a cool and dry place. If you live in a humid climate, consider using an AC unit or dehumidifier to control the humidity of your storage space. If you’re storing off-site, keep an eye out for any signs of damp at the facility that you’re considering.
7. Make sure they’re safe from natural disasters
If you’re storing important documents in-house, make sure you’ve thought about any potential risks from natural disasters. Keep them elevated off the ground to guard them against flooding, and opt for a fireproof container if possible.