From Storage to Disposal
Companies acquire and create a great deal of paperwork, even in today's digital world. The need to free up space, protect privileged information, and maintain solid records makes document storage, disposal and shredding high priority issues for businesses of all sizes.
Documents may need to be archived off-site in many situations. For instance, office space may have become cramped due to an abundance of files that must be retained for tax or legal reasons. A business that is mobile may have very little room at its base of operations to store files. A retail enterprise may prefer to use space to hold inventory rather than old paperwork. A home business set up in a tiny corner of the house may simply have no available storage space and may have security issues due to people coming and going and children playing, sometimes too closely for comfort. Some companies specialize in archiving documents. Depending on how much you are willing to pay, the company may pick up, organize and archive your documents in a secure facility. When a document is needed, they may be able to deliver it to you within a few hours or by overnight delivery. Business owners who want to be able to access files at any time and who want to spend less money may prefer to lease a self storage unit to house and protect their documents.
When looking for a self storage facility for your documents, consider a few factors:
- Security. Look for a facility that takes pride in their visitor safety record and their ability to protect stored items. Find out if the facility has 24-hour on-site management, surveillance cameras, security personnel, monitored access or alarms. Look for well lit parking areas and hallways. Find out what type of locking mechanisms are available on units. Look for security fencing around the storage facility, and scan it to be sure it appears in good repair.
- Access. Find out when you will be able to access your storage unit. Many allow entry after business hours by using a security card or code.
- Ability to expand. Originally, you may need a small room, but each year you are likely to have more files. You may not want to lease a second room on the other side of the building, so find out if larger room sizes with the features you need will be available.
- Climate controls. Papers can be destroyed by moisture, so it is important to store important documentation in a facility with temperature and humidity control, especially if you live in areas where damp and heat are not unusual.
- Location. Be sure you are comfortable with the self storage facility's proximity to your business. If you need a file quickly, you will want to be able to travel there in a short amount of time. Make sure you feel safe driving through the neighborhood where the unit is located whether it is day or night.
- Reputation of the storage company. Check with friends at other businesses to see what self storage company they use. You may also look online to find out if any local self storage companies specialize in document storage or offer features that would make them good places to store documents.