Modern times made it standard for most businesses to store the bulk of their documents digitally. Various documents are exchanged in digital file formats via email, and for most cases, paper docs are scanned, filed and eventually, the paper copy is trashed.
Yet, there will always be a place for important documents that you’re required to store in your archive physically. Depending on your business type, this might mean a lot of paper piles or an easily manageable volume.
If your line of work falls into the first type, you might find your archive storage to be getting out of control quickly, and it may likewise be quite messy. Today, we offer you our Top 3 tips for Archive Storage organisation to assure you know where every single file is and that it can be promptly accessed.
A key step to getting started with chaotic archive storage is to tackle the likely clutter that’s been building up by not clearing out the backlog of papers that you don’t need to keep any longer. Before attempting to organise the files in front of you, it’s better to begin by making sure that you’re only investing this time with items that you actually need to archive.
Start by going over all of your documents, getting rid of all the files you have ignored clearing for some time. Depending on the document’s nature, the time span you are obligated to keep them will diverge. Once you have elected the archives that surpass the legation retention stipulations, set them up for proper disposal – whether you resort to shredding files in-house or arrange for a specialised company for document destruction to do it for you.
After you’ve disposed of all the redundant paperwork, you can then be sure that the remaining items inside your cabinets or archive room are the ones that you are positive about keeping. This will streamline the organising process.
Plan an Easy Access
When you start the process of getting your archive system in order, certify that you have put aside the documents that are expected to require more regular access. Ensure all files are plainly labelled and that their access is not constrained or blocked to enable a seamless, instant and straightforward reach for anything you have to get a hold of. This could mean stowing these central files in the archive cabinet’s top drawer or in a separate box that you can access swiftly.
Implement a System
Once you decide on your archive storage items’ priority, you can start to get the whole lot in order. It’s crucial to have an organisation scheme in place based on your business. You’ll want to choose what type that system will be to work best.
A proven organisational system is to store your files by age and type. For illustration, it’s better to gather all financial documents in a group and -then order them by year. You can similarly organise things as customer records and important documents holding your business’s data, such as rental agreements or workers’ contracts. Breaking down documents by sort and year makes it far easier to discover what you are searching for and also facilitates everything being returned to its correct place.
If, after your organising process, you conclude that the dimensions of your archive storage aren’t capable of handling it all, consider contacting us about our protected file storage options! We provide a multitude of storage solutions for archive storing. Our 24-hour services are secure, safe and climate-controlled to safeguard your documents in flawless condition.