Five Things You Need to Know About Storing Business Files and Records
There’s a lot to consider when storing your business files and records – especially when they contain sensitive and confidential information. Here’s what our experts advise.
Why store business files and records off-site?
As your business grows the need for record-keeping increases, and so does the space taken up by business files and records.
Much as they may try to keep records electronically, many businesses still rely on paper-based record-keeping. And all that paperwork can end up occupying valuable real estate around the office.
Even the most technologically progressive businesses, where record-keeping is done completely electronically, may end up with external hard drives and servers taking up valuable space in their workspaces.
Whether paper-based or electronic, there are plenty of advantages to storing your records off-site. For starters, a business storage unit can free-up space, improving productivity and enhancing the atmosphere of professionalism in your workplace.
What’s more, storing sensitive documentation off-site means that, should anything untoward happen at your premises (e.g., if you’re affected by fire or floods), your important documentation and confidential records will be unaffected. This makes it easier to restore business continuity when you’re trying to get back on your feet again.
Prioritise security when selecting your storage facility
Your business files and records contain vital information that pertains to both your staff, your business and your clients. Many documents must be kept by law and presented at the request of government bodies such as the ATO. As a result, you need to feel confident that your off-site business storage unit is situated in a secure storage facility.
The facility should be well-lit at night, surrounded by security fencing and protected by an electronic gate with secure keypad access. Choose a facility that provides 24/7 CCTV monitoring using the latest technology.
Before selecting a provider, make sure that the unit is individually lockable. Premium units are locked by electronic keypad access systems to which only the storer holds the code. Others are locked by high-quality padlocks to which only the storer holds the key. Many units are also individually alarmed against fire and theft with back-to-base alarms alerting response teams.
Store sensitive and confidential documents and drives in lockable filing cabinets
Avoid storing loose sheets of paper that can get muddled and damaged by damp, dust and mildew. Instead, keep all your records filed away in archive boxes.
Further secure your sensitive and confidential documents and drives by keeping them in lockable filing cabinets or safes within your storage unit.
Clearly label all stored items
Label all archive boxes, cabinets and/or safes and keep an inventory, so you know where everything is stored and can access the correct records as and when they are required with very little effort.
Regularly maintain your archives and ensure obsolete files are professionally shredded
Regular maintenance (every six months) of your archives is essential to ensure that obsolete items are removed and new items are properly archived.
Ensure that all obsolete files and records are properly disposed of by a professional document shredding company. Retain certificates provided to prove that documents and records have been properly destroyed.
Whenever new items are added to your off-site archives, don’t just dump them into the storage unit. Take your time and ensure that they are filed and stored in accordance with your predetermined filing system. That way, you know where things are when you need them.
Store those records and files that you need to access more often closer to the front of your storage unit.
Choose a storage unit that is fitted with lights and power
It stands to reason that a unit with light fittings will make storing, filing, reading and retrieving records and files much easier.
Powered units will also make it easier to plug in servers or back-up computers so you can browse your records and find the correct ones without having to leave your storage unit.
With a powered unit, you will also be able to add an air conditioning and/or climate control system to keep the records and drives cool and dry. This will prevent mildew forming on paper work and corrosion occurring in drives.
Need more help with storing business records? Talk to our friendly team today.
