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Top tips for organising your document storage

 Top tips for organising your document storage

Is paper engulfing your office space? Files overflowing and boxes bulging? The digital age was supposed to reduce the paper load alas we seem to still have paper piles stacking up.

Perhaps it’s time to consider document storage as a solution to your paperwork problems.

Document Storage Tips Perth

There are many reasons why you may have to store documents and storing them can be a burden to your business if you do not have the space available. Commercial storage is a great option to;

  • free up much-needed space,
  • provide a secure, monitored area that you can access 24/7
  • take the stress out of what to do with files that must be kept for a certain period of time.

Osborne Park Storage offers a range of secure units from 1.5m x 1.5m (perfect for archive boxes) up to 6m x 3m (great for shelving and large scale filing storage). These are built from solid concrete so you can rest assured they are secure and safe. You can have access 24/7, they are monitored and can only be accessed by entering a unique code which also enables you to monitor who comes and goes. Osborne Park Storage also offer flexible arrangements regarding the timeframe, there are short and long-term options available.

Filing Facts

Not being able to access documents quickly and efficiently can impact your business in more ways than just being inconvenient and stressful. Other considerations include;

  • Reduced productivity/waste time looking for files
  • Legal ramifications
  • Financial issues if certain files are not accessible
  • Information can get lost
  • Appear unprofessional if you are unable to locate important documents

By storing all your files in one convenient location and setting up a system to ensure you know exactly where everything is will help prevent any of the above issues happening.

Tips to make the most of your document storage

To increase the longevity of paper, consider using acid-free paper and storing them in plastic sleeves. Storage should ideally be in a dry and dark place.

Managing files

  • To help clear the clutter only save necessary documents.
  • Make your filing system logical to access
  • Clearly label inside and outside the file with concise names that are not obscure like “miscellaneous”
  • Keep it consistent across the whole filing system
  • If files become too large create subfolders and if necessary sub-subfolders
  • Keep relevant documents together for quick and easy retrieval
  • Make a list of how your files are set up - this helps you and anyone else if they have to access them

Most importantly you need to set up a system that works for you. Customise the above tips to help tweak it for you. Re-visit it from time to time to see if it is still working effectively or if you need to make some changes.

Storage systems

There are numerous systems available to you and depending on how much you have and how often you want to access your files, will help you decide which is best for you.

Binders

Binders are fabulous for vertical storage (you could also store them sideways in boxes) and if you don’t have to access them every day - they can be great for specific projects or clients but can take up a bit of room compared to other file storage options

Stacking Trays

These are great on the desk for files that need to be sorted quickly and actioned or put away to be stored.

Magazine Holders

These are very handy for magazines or bulk paper that fit a particular space. They can then be stored on shelves.

Pocket Folders

These are probably a better option if you are on the go or accessing the files within them frequently.

Hanging Files

These can be a terrific way to store files on a desk, in a box or a filing cabinet.

They work well for daily or occasional access - if clearly labelled they make it very easy to access the required information.

When storing files think about how you want to access your documents, then file and label accordingly. Think about whether you want to store them;

  • Alphabetically
  • Chronologically
  • By event
  • Subject
  • Client

Some people like to colour code files others prefer simple labels. It all depends on what works best for you. Once you have decided on what and how to file your documents then consider the room they will be going into. If you only have a few archive boxes they may be able to be stacked. If you have numerous files you may want to consider filing cabinets or shelving to house boxes filled with files.

Call one of the friendly and experienced team at Osborne Park Self Storage, they can answer any questions and give you a quote. Knowing you have all your documents stored securely, safely and accessible at any time takes the stress out of what to do with all those documents - this frees up the time to get on with the other important tasks - which just might involve making more files.

References - https://www.recordnations.com/articles/properly-store-documents/, https://www.mindtools.com/pages/article/newHTE_85.htm https://www.yellowpages.ca/tips/8-smart-ways-to-store-paper-documents/, https://www.recordnations.com/2016/03/organizing-paperwork-what-is-the-best-way-to-store-your-papers-and-documents/, https://www.recordnations.com/2017/08/poor-records-management-causes-consequences-prevent/

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