How to Store Business Files Safely

How to Store Business Files Safely

Storing business files isn’t the most exciting part of running a company, but it’s critical for keeping everything organized and secure. From tax documents to employee records, ensuring your files are properly stored protects sensitive information, saves space, and keeps you compliant with industry regulations. So, how do you store paper files safely, and what should you consider before moving them offsite? Find the answers here.

Benefits of Offsite File Storage

The biggest reason business owners consider offsite file storage is the ability to reclaim office space. Real estate is expensive, and using valuable square footage to store paper files is a huge waste. Moving older or less frequently accessed documents offsite frees up valuable space for more productive uses. Plus, renting a storage unit is often much cheaper than expanding your office.

Another advantage is security. Offsite storage facilities with advanced security systems provide much more protection than keeping files in a basement or attic. Many storage providers offer 24-hour monitoring, climate control, and other safeguards against damage or theft for your peace of mind.

Regulations Affecting File Storage

Before deciding where to store your files, make sure you understand the specific laws and regulations that apply to your business. After all, some industries have strict rules for storing files, particularly if they involve sensitive information like medical records or financial data.

For example, healthcare businesses must comply with HIPAA regulations, which require files to be kept secure from unauthorized access. Legal and financial firms must adhere to similar rules to safeguard their clients’ privacy. In some cases, regulations may require multiple layers of protection, such as keeping files inside a locked cabinet within a locked storage unit.

Knowing Which Files to Put in Storage

When deciding which files to keep close at hand and which ones to store offsite, start by examining the documents you don’t use daily. Anything older than one or two years is a strong candidate for offsite storage, as long as it’s not something you need quick access to.

However, some files should stay in the office, no matter their age or how infrequently they’re used. These include:

• Tax documents dating back seven years (you can safely shred anything older than this)
• Articles of incorporation or business licenses
• Active financial records like invoices, contracts, and bills
• Leases and property agreements
• HR records like payroll, insurance, and benefits information

Once files become inactive but still must be kept for legal or financial reasons, it’s time to move them offsite. Just be sure they won’t degrade in your chosen storage location and will remain easily retrievable if needed.

Tips for Storing Business Files Safely

Proper storage encompasses where you put the files and how you store them. Here are a few tips to keep everything safe and organized:

• Use climate-controlled units: Paper is sensitive to moisture and extreme heat or cold, which can cause deterioration over time. A climate-controlled unit protects files from humidity, mold, and temperature fluctuations.
• Avoid cardboard boxes: Banker’s boxes are cheap and readily available, but they can be a pain when you need to access files quickly. First, they’re prone to collapsing if stacked too high, and because they’re not airtight, moisture and pests can easily sneak inside. Instead, opt for sturdy, plastic containers with lids that seal out the elements.
• Label everything clearly: Create a consistent labeling and tracking system to avoid headaches later. Make sure each box or folder is labeled with dates, document types, or client names. In the case of offsite storage, develop a simple check-in/check-out log to track which files have been added or removed.
• Shelving is your friend: Avoid stacking boxes on the floor, especially in non-climate-controlled spaces. Use shelving to keep everything organized, more accessible, and off the ground in case of flooding.
• Limit access: Not everyone in your company needs access to stored files. Designate a few trusted people to handle file storage and retrieval, and always keep track of who has access.

Choosing the Right Storage Facility

When it comes to selecting a storage facility in Anaheim, CA, not all options are created equal. The right storage provider offers features designed to increase convenience and security for peace of mind that your business files are safe. Here’s what to look for:

• Security: Advanced security features like 24/7 surveillance, access-controlled entry points, and perimeter fencing help prevent theft. The fewer people who can access the facility, the better.
• Cleanliness: A well-maintained facility means fewer risks from pests or environmental damage. Ask about climate and pest control and how the facility handles general upkeep.
• Accessibility: You’ll want a facility that offers easy access when you need it. Some providers allow access seven days a week, so check the hours and make sure they align with your needs.
• Location: Look for a storage facility near your office, especially if you expect to retrieve files regularly. A more convenient location makes it quicker and easier to manage your records.
• Reputation: Choose a facility with a solid track record. Look for several years in business and few, if any, incidents. Check online reviews and ask for recommendations from others in your area.

Store Business Files at Pouch Self Storage in Anaheim, CA

Pouch Self Storage has been an industry leader since 1979. We offer clean, secure, climate-controlled storage units across nine locations in the Anaheim area. Our facilities feature state-of-the-art security systems and convenient access hours, ensuring your files are safe and easy to reach. Contact us today to find the right storage solution for your business.