Organizing Your Office Documents for Storage
As a business grows, the amount of paperwork it has grows too. Office documents like financial records and client files can take up space, until you're suddenly doing your work in the middle of toppling towers of paperwork. If you have too much paper in your office, it might be time to get a reliable way to store it. Lockaway Storage - Nash has climate-controlled storage units, strong security, and useful features that make organizing and keeping files stress-free, making it the perfect solution for document self storage.
In this guide, we'll show you how to get your office papers ready for storage, how to organize them, and the best way to keep them in good condition. If you follow these steps, you'll free up extra space, help increase your productivity, and your papers will be safe, well-organized, and easy to find when you need them.
Step 1: Decide What to Store and What to Keep
The first step in getting office documents ready for self storage is sorting through your piles of paper to decide what stays in the office and what goes into storage. Clearing out your files ahead of time will save you time and space – not every piece of paper needs to be saved!
To start, divide your files into three major groups. Contracts, bills, and project files that are still active should stay in your office, where they are easy to access. You can archive older tax returns, legal records, and finished project files. Put these in boxes and send them to storage. Shred or throw away old or duplicate paperwork that is no longer needed, especially if it has private information on it.
At the end of this step, you should have a better idea of exactly what you want to store. This way, you'll know what size of unit you'll need for your document self storage, as well as the amount of boxes and packing supplies you'll need to buy to get everything prepared.
Step 2: Gather the Right Supplies for Long-Term Storage
The next step after sorting your papers is to get everything you'll need to protect them. Using the right storage materials will help your papers last longer and prevent them from being damaged by moisture, pests, or temperature extremes.
Sturdy, stackable file boxes are necessary for successfully organizing and storing papers. Choose boxes that are strong and won't buckle when they're stacked in the storage unit. Hanging file folders are a great way to organize papers by type inside each box, and they also make it easier to find files later. Label everything with clear, detailed names. This will help you find papers much faster.
For very important or priceless papers that you're placing into document self storage, it's a good idea to buy protective materials like plastic document sleeves or waterproof bags. The on-site office at Lockaway Storage - Nash has these things if you don't already have them. We sell high-quality packing supplies, like file boxes and tape, that can help keep your papers safe.
Step 3: Organize Documents by Category and Label Thoroughly
Before you pack your boxes, arrange your papers into groups. This step is very important for keeping things in order and making sure files are easy to find when they're needed. For example: you can group together financial records like tax returns, bills, and accounting papers; you can also gather legal records like contracts and permits. Employee records, like pay stubs and performance reviews, should have their own section.
While you're packing for document self storage, make sure that each box has a clear label that lists both the type of item inside and a brief explanation. For instance, make it clearer by calling a box "Tax Returns 2015–2020" instead of "Tax Documents."
Step 4: Create a Detailed Inventory System
Set up an inventory system that matches the boxes in your storage unit to keep track of the papers you've stored away. You can use pen and paper or a digital file to show what's in each box and its location in the storage unit. For example: Box 1 might hold tax reports from 2015 to 2020, while Box 2 holds records of employees from A to M.
To make your document self storage easier, take pictures of what's in each box before you close it. You can add these to a digital copy of your inventory on your office computer or in the cloud. Keeping an accurate list will save you time when you need to find a certain document and let you know exactly what you have stored.
Step 5: Arrange Your Storage Unit for Accessibility
When you put your boxes in the storage unit, think about how easy it will be to access their contents when needed. You'll probably need to stack your boxes to take advantage of the space; when you do, make sure to put the largest boxes at the bottom of the stack and the lighter ones on top. You can easily get to all parts of the unit if you leave enough room between the stacks to make walkways.
Putting shelves inside your document self storage unit can also help you keep things in order and efficiently utilize the vertical space in your unit. You can keep boxes off the floor and away from moisture with shelves, and putting boxes at eye-height makes their labels easier to read at a glance. Lockaway Storage - Nash has large units with drive-up access, which makes it simple to carry boxes in and out of your storage unit whenever you need to.
Step 6: Opt for Climate-Controlled Storage to Protect Your Papers
The weather in Texas can be rough. During the summer, the thermometer hits triple digits easily and the humidity levels change all the time; all of these factors can damage documents and paper records. Because of this, it is very important to pick a climate-controlled storage unit for storing your files.
Lockaway Storage - Nash has climate-controlled storage units that keep the temperature and humidity level stable all year so that your papers will stay in perfect condition. The best way to make sure your files are safe for years to come is to store them in climate-controlled space.
Step 7: Check on Your Stored Documents Regularly
Even if you've taken every precaution and thoroughly prepared for storage, you should still check on your papers from time to time. When you visit your unit, check to make sure that your document self storage boxes are still in good shape and that water, bugs, or extreme temperatures do not damage the papers inside.
You can also reorganize your files by putting older ones in the back and newer ones in the front. Taking care of old files that you don't need anymore is easy: just shred them and dispose of them to make room in your unit. You can check in at any time that works best for you because the gate at Lockaway Storage - Nash is open from 6 AM to 10 PM every day.
Step 8: Upgrade Your Storage Unit as Needed
As your business grows, its document storage needs will likely change. If your business generates more paperwork that you need to store, you might find that your present unit isn't enough anymore. Luckily, Lockaway Storage in Texarkana has a range of unit sizes to meet your changing needs.
The friendly staff at Lockaway Storage - Nash can help you move up to a bigger unit, making the process easy and stress-free. With flexible leasing choices, it's easy to change the size of your storage space to meet the evolving needs of your business.
Why Lockaway Storage in Texarkana, TX Is the Ideal Solution for Document Storage
Lockaway Storage - Nash is the best storage facility in Texarkana for safely keeping documents and papers. Our facility has climate-controlled storage units, modern security features like 24-hour video surveillance and gated access, and unit sizes ranging from small 5' x 10' units to larger 10' x 30'.
In addition, the building has packing supplies on site, drive-up access for easy loading and unloading, and friendly staff who are always ready to help or answer questions. Lockaway Storage gives you the freedom, security, and ease of use you need to store your financial records, client files, or important legal papers.
Organizing your office documents for self storage is an investment in making your workspace more efficient and clean. You can ensure the safety, accessibility, and protection of your records by organizing your files systematically, choosing high-quality supplies for storing your papers, and using a secure storage unit at Lockaway Storage - Nash.
