Document Storage

Tips and Tools:

Proper document storage is an important consideration for both business and individual customers. Unfortunately, all too often, documents are stacked in corners and closets without adequate protection. When document storage is treated as an afterthought, important documents are vulnerable to damage and loss.

Storing documents offsite frees up much-needed space in closets or corners. Even more importantly, it gets those valuable documents away from children, pets, and all the accidents that tend to happen when paper products aren’t properly stored.

Whether you are storing business records or priceless family photographs, it’s important to take special care when storing documents. Humidity can destroy documents, lead to mold and mildew, discolor documents and appeal to insects that want nothing more than to destroy your documents. Heat is dangerous as well. High temperatures can make paper brittle. In addition, exposure to light fades inks. Avoid these problems by properly storing your documents in a darkened, climate-controlled environment.
When planning your storage needs ask your storage facility the following questions:

• Does the storage facility offer climate control features like temperature and humidity control. Can you set the features specifically for your unit or are the same settings used for the entire facility? If the settings can not be adjusted by you, what settings are used?
• Does the facility have adequate pest control? Ask about pest management policies, but also inspect the facility for yourself. Is it clean? Do you see cracks in the foundation or other ways for insects to enter? Insects love the protein and starch found in paper products, and you don’t want your documents damaged by roaches, silverfish or beetles.
• Does the storage facility have adequate security? Lighting, cameras and onsite security guards can all enhance security. If you store financial documents or business documents, it is especially important to make sure that your documents are secure.
• What are the hours of the facility? Make sure you can access your unit whenever you need your documents.
• Look for self-storage facilities that specialize in document storage. In addition to knowing how to provide document storage solutions most effectively, they may offer box delivery, have established methods that help you inventory documents and offer specialty records storage insurance.