Despite long debates on transitioning to paperless offices, most businesses still use physical paperwork storage. It could be the comfort of having tangible copies or difficulty reading digital presentations for some, but it is an essential requirement for most offices. If managing your office's document storage has been assigned to you, we share nine important tips in this blog to ensure that your files are stored efficiently, securely, and economically.

Before you start organising your office file storage, the first thing you need to set in place is how long different documents need to be kept. In reality, retention periods will, in general, differ according to the character of the paperwork and the nature of the business. For sole traders and limited companies, there are specific guidelines available that detail these retention periods. Our business archive storage page provides much food for thought and valuable resources to help you with such requirements.
Also Read: Essential Tips for Storing Business Documents and Files in Self-Storage Facilities

Sort through documents you already have on hand to maximise your storage for files. Destroy duplicates and outdated files that no longer have any purpose. If there is a problem with destroying it if it is an important document, scan the document for an electronic version of documents before destroying the paper version. For now, store the older files or files in archive storage boxes so you can more easily find which box contains them. Clearly label these archive storage boxes with contents.

File storage systems should be appropriately arranged so that an office's files are efficiently kept. You can categorise various files by their type such as contracts, clients, or financial records. Divide different sections such as invoices, correspondence, and contracts in every file using dividers. This kind of system allows you to glance at any particular document when it is required.

Accurate and correct marking is helpful when it comes to long-term storage of a lot of paperwork. Ensure that all files are marked uniformly to facilitate identification. In the suspension files stored in the filing cabinets, make use of colour coding and level out the markings for easy visibility and access. This enables productivity in the retrieval of documents from the storage.

Some materials, such as oversized plans or samples, do not fit well into regular file storage. Find a place in your office for such items, or even rent a small self-storage unit for infrequently used materials. In any case, be sure to locate the item and note the location within the file so that the system remains organised.

To refresh the file storage, create the habit of scanning new paperwork and file storage online. Always observe consistent name conventions in your files for fast retrieval. When you have a routine for storing digital, then start transferring your old files to digital formats either newest or oldest. File storage of documents which must be held in a self-storage unit and then rent out the office space but still have access to all original documents if needed.

Keep your physical documents in a safe place. Store your documents above ground and ensure that there are minimum nuisances from pests and fire. Our self-storage units are protected with CCTV surveillance, fire alarm systems, and indoor protection systems to keep your documents safe.
Also Read: Secure Self Storage Units

When filing is complete, package your files and then store them in the archives. Your boxes should be arranged in date order so that your new files are stored at the front, ready for recent work. In a storage unit, older files should be at the back so that recently placed current documents can be easily accessed.

Paperwork storage needs to be maintained consistently. Schedule a specific amount of time, say one hour a week, to maintain your filing system. This enables you constantly to involve your team in maintaining this habit with new incoming documents being filed and arranged accordingly for an immediate contribution towards the prevention of clutter and maintenance of the overall efficiency of office file storage.

The Final Words

It is a demanding but rewarding process to organise your file storage in the office, especially in a transition to going digital. By applying these strategies, you will lay a solid base for easy retrieval of documents and enhanced operative productivity. The following tips may come in handy to motivate and guide you through a well-organised and managed document storage solution for the long-term organisational efficiency of your office.

Feel free to call us at 01213260060 for affordable and secure paperwork storage solutions, we have well-built self-storage units designed to protect your office files.