Savvy business owners know that, even in the digital age, document storage is an essential part of running a business. Keeping detailed tax records, workers’ compensation claims and other legal paperwork can help resolve litigation or other sticky issues down the road. But keeping all of those documents requires storage space, and that’s not easily accomplished for business owners who may find themselves tripping over boxes of files in their office. The same is true for individuals who lack ample space for personal documents at home. Sometimes storing your documents offsite in mini storage unit is a necessity and a less costly option.
How to Choose a Unit for Document Storage
There are several things to think about before storing your documents in self storage. That starts with choosing the right facility.
Security Features to Consider
First, make sure you’re satisfied with the storage facility’s security equipment. That should include cameras and a keypad entry. More than that, though, look for good lighting and fencing around the perimeter of the facility.
You can also help in keeping your items secure in a storage facility. Make sure you buy a strong lock; we suggest you purchase a disc lock, as they were not only designed specifically for a self storage unit, but they cannot be cut with bolt cutters. Next, consider storing more sensitive information within a locked safe or file cabinet within the storage unit.
Storage Unit Types to Consider
Because heat, humidity, and other weather conditions can harm documents over time, you may consider climate controlled storage, particularly when you’re using self storage in Texas, where temperatures can soar during the summer. You’re storing these documents for a good reason, and to have them destroyed by weather conditions could be detrimental.
If you need to access your documents frequently, you might consider trying to find a unit on the bottom floor. Drive-up access is mostly confined to storage units that do not have climate control, so look for indoor units that are easy to get in and out of.
How to Organize Your Unit
Storing your documents offsite will free up work space, but they shouldn’t be “out of sight, out of mind.” Label your file cabinets or boxes carefully, with easy-to-understand coding and a master spreadsheet that lets you know what you have filed and where. You might also consider a “sign-in/sign-out” sheet that keeps tabs on who has taken what out of the storage unit and whether or not it has been put back.
Keep your files as neatly in your storage unit as you would at home or work by organizing by type, such as employee files on one side and archived accounting information on another side.
To help prevent water damage in the event of a flood, raise all storage containers off the ground on pallets.
Storage Choice Document Storage Locations
Storage Choice offers safe, secure document storage, mini storage and climate controlled storage at the following Texas locations: