Although so much of business is conducted electronically these days, paperwork still plays a part in many people’s daily working lives, whether it is bills, invoices, sales records, receipts or files. All these items can take up valuable space in your work space and can make your working environment feel cluttered and disorganised.
In the UK, legislation means that certain documents need to be kept for specific periods of time for tax, audit and legal purposes. How long you need to keep records is dependant on the nature of your business eg different rules apply to sole traders and limited companies and on the type of records.
It is therefore important to ensure that your documents are easily accessible at any time, yet many businesses lack sufficient space on their premises, which is where self-storage can provide a safe and secure home for this vital paperwork.
If you need to store business documents in self-storage, here are some hints and tips to help you make the most of your storage space:
Only store what you need to keep
Declutter your paperwork thoroughly before you start archiving them and only keep documents you absolutely have to.
Remove any duplicates
Many businesses print documents multiple times, so before packing up your documents for storage, ensure duplicates are removed and destroyed using a document shredder.
Use archive boxes
Boxes can store more paperwork than files, they will stack better in storage and make more use of the vertical space in a self-storage unit.
Label boxes clearly with a clear inventory system
Organisation is key when archiving documents so that they can be easily located at a later date if necessary. Label boxes clearly, ideally by year or document type, so that you keep all similar paperwork together. Any documents that you think you may need to access more regularly should be positioned at the front of your storage unit.
We have sites across Hastings and St Leonards, offering secure self-storage units which you can access seven days a week, for all your important office documents. Contact us today to find out how we can help.
