Paper accumulation in offices are speedy, especially for business that handle hard copies like invoices, billing, contracts, and other confidential data, everyday. Filing cabinets in-house is helpful to keep the documents for easy accessibility.
Reality is storing each single paperwork at a single location is virtually not possible. At a point, your filing cabinet will be full and you will need to consider storing documents with offsite records Management Company.
While you consider storing documents at rental storage facility, it is crucial to consider the kind of box storage to use for paperwork safety.
Types of storage boxes for holding business documents
Corrugated cardboard boxes
Corrugated boxes are designed with a layer of fluting between2 lines. This provides them tear-resistant qualities, which keeps packaging undamaged and document safe. These are suitable for legal size paper. You can buy them in different shapes and sizes.
For long-term storage of archived documents cardboard boxes are exceptional. However, make sure that the structure at the offsite storage facility is not subject to moisture or fire. Cardboard boxes are light duty, economical, and recyclable, so is the most popular choice.
Plastic storage containers
Plastic containers are sturdy and also good option to store business documents. Plastic-containers help to prevent water damage or build-up of mould. So they are best solution, if you choose at self-storage facilities because there is no ventilation or any pest control service offered. You can stack boxes higher at self-storage facilities. Plastic containers can be stacked easily.
On the contrary, cardboard boxes can get crushed due to extreme pressure. Plastic containers are costly option in comparison. You can buy plastic containers for storing most crucial documents and the rest can be stored in affordable corrugated cardboard boxes.
- While buying boxes consider, how frequently will they be pulled then put back with their weight being pulled across lid of the box below it.
- The boxes must have 2” to 4” space on top for retrieving records, if necessary.
- All records should face same direction for easy reading.
- Label the boxes with information like record series with early and last date paperwork stored within, department name, and box number.
- Make sure to stack boxes accurately, so that weight gets distributed evenly on each side and not the center.
- Make sure to take care of destruction schedules, so keep all records with same destruction date in a box.
Before buying record-storage boxes or containers discuss with your storage manager to identify the right kind of storage box for your purpose.