Document storage is an age-old issue that many of us are still trying to get to grips with. Whether you run a business or you just want to keep track of your own personal records, coming up with a safe and efficient strategy can take a surprising amount of effort. In this article, we take a look at a common strategy for document storage, namely the use of self storage facilities. From identifying an appropriate provider to checking on your documents regularly, here’s how you can get it right.
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While you can use self storage facilities to store important documents, it’s important that you identify an appropriate provider. These are the key things to watch out for.
Unless you’re solely storing the records in question for legal reasons, you’ll likely also want to access your documents from time to time. If this is the case, then you’ll want to make sure that you choose a provider such as Kiwi Storage that can grant you ongoing access to your belongings. If you suspect that you may need access at unusual hours, then it might be worth looking for a provider that can ensure 24/7 access.
As you’ll likely already be aware, paper documents need to be stored in very stable conditions if you want them to last. The most important variable to control is humidity – your facility needs to be as dry as possible, and ideally kept at a stable temperature. Make sure that you look for a facility provider that has climate control, so that you can ensure that you get your documents back in the same condition that you dropped them off in.
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If you’re storing important documents, there’s a strong chance that they contain sensitive information that you wouldn’t want getting into the wrong hands. As a result, you’ll want to make sure that the service provider you go with has adequate security measures in place. From a security perimeter and CCTV, to security guards and highly trained personnel, all of these measures will help to provide you with peace of mind while your items are in storage.
No matter how perfect you believe your storage solution is, if the documents you’re storing are important, you need to make sure that you check up on them at regular intervals. Even the most secure facilities might spring a leak, or have an air conditioning malfunction. The earlier you’re able to catch these kinds of issues, the easier it’ll be to save your documents and catch them while they’re still in an acceptable condition.
This should have cleared things up a little as to how you can safely integrate self storage solutions into your general document management strategy. If they’re extremely important documents, then it’s likely worth having multiple copies, some digital and some physical. By taking this multi pronged approach, you can ensure that you have all of your bases covered while maintaining maximal convenience.
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