Business Document Storage Solution
Self-storage has become a great business storage option for offices, contractors, and sales representatives in need of storing additional equipment and documents. If papers and files are stacked on desks and workspaces – leaving less space for your employees to actually work- then it is time to gather those your documents and find a document storage solution at an off-site storage facility. Storing business files in self-storage helps to reduce the clutter in your office, while increasing work space and productivity!
When choosing a self-storage facility for business document storage, make sure to pick one that is close to your business’ location. It is very important to pick a storage facility with a variety of secured storage options when storing employee and business records.
Archival Document Storage Requirements
Federal and state laws have specific archival document storage requirement depending on the document. Accounting and corporate records such as financial statements, income tax returns, payroll tax returns, general ledgers, expense reports, bank deposits, income tax withholdings, fixed asset reports, plans, blueprints and internal audits should be stored permanently at an office, business or a storage unit. Human resources and payroll records including W-2 forms, worker’s compensation benefits, payroll records, attendance records, medical benefits, payroll checks and personnel records should be kept in storage for at least seven years. Follow the proper guidelines for how long business documents should be stored. The IRS has a great site with tips on how long you should keep certain documents and files.
Business Document Storage Tips
After you have decided to store your business documents in a self-storage unit, there are a few things to keep in mind as you are preparing you boxes and storage units:
- Pack documents correctly: Have the proper moving and packing supplies on hand when you are ready to store your documents. Fill the boxes to the top with the files and then add filler material to make the boxes sturdy. Do not use regular newspaper as filler because the print can rub off on the documents. Regular newsprint or bubble wrap are good filler materials.
- Add storage shelving units: If you plan on archiving the business documents in storage for a long period of time, add shelving units and filing cabinets for archival storage. For extra security, store the documents in locked file cabinets or fire safes.
- Elevated storage: If you are not storing boxes on shelving, do not place them directly on the ground. Place the document boxes on pallets or on canvas or plastic covering on the floor.
- Archival storage: Place the boxes with the oldest business documents and files towards the back of the storage unit. Place the boxes with files that you might need to access more frequently towards the front of your storage unit.
- Inventory List: Label every box with the contents. Create a numbering system for your stored boxes that you can put into a spreadsheet for cross-checking.
Business Document Storage Facilities
Storage World has state-of-the-art security systems including alarm systems, video surveillance and gated keypad entry with a personalized code. Having secure storage features can give a business the peace-of-mind knowing that their documents will be safe while in a storage unit. The self-storage industry has evolved to help businesses of all sizes with their ever-growing storage needs. Find out more business storage solutions at Storage World’s three Atlanta area locations.