File Storage: How to Keep Your Documents Safe

Posted on January 29, 2020

loose files in office

Keep your important paperwork safe by looking for a secure file storage facility.

While digital means have lessened the load, we still collect a lot of paper. Bills, receipts, birth certificates, immunization records, credit card statements, tax returns and insurance policies are just some of the important documents that take up a lot of space in our home or business filing cabinets. That’s why it’s important to keep them from being damaged and easy to find with secure paper and file storage.  Protect your paperwork, mail, and personal documents by following these tips:


Bump Up Security

Many organizations and businesses have sensitive materials they don’t want to be seen or accessed by the public or employees, or they don’t have the space to file all their documents on-site. Whether it’s financial records, personnel files, or other confidential documents, save space and protect your files by looking for storage facilities that offer: 

  • Delivery and pickup
  • Loading docks if you need to deliver or pick up your own files
  • Shelving
  • Document tracking
  • Sign-in and sign-out control
  • 24-hour security


Avoid the Elements

Paperwork stored in flimsy folders or cardboard boxes in the attic, basement or a closet at home or work can be susceptible to moisture and pests. A secure temperature and pest-controlled storage unit is one way to keep your important papers safe from the elements. For extra security, see if your Kelowna self-storage business offers moving supplies such as packing boxes or a file box to better protect and organize your documents.


Rent a Mailbox

Perfect for those who run mobile businesses or who work or live out of town or who need added security, a mailbox rental is an ideal way to avoid theft and have others accessing your private mail. Unlike a Canada Post PO box, a local storage operated mailbox, such as one offered at Space Centre Storage, allows for seven-day access and security, as well as package receiving from courier services. There’s even a call-in privilege to check if any mail has been delivered.


Know How Long to Keep Your Documents

Before you store your documents, it helps to know how long you should keep them. 

  • 3-7 years: The Canada Revenue Agency recommends that you hold on to your income tax and financial records for a period of at least six years, while WorkSafeBC suggests that all incident reports and work-related documents be kept for at least three years. 
  • One year or longer: Paystubs, bank statements, loan documents, stock, bonds and mutual fund records
  • One month or longer: Utility bills, credit card statements, bank deposit and withdrawal records 
  • Indefinitely: Vaccination records, birth and death certificates, marriage licences, divorce decrees, important medical records, social security cards, estate planning documents, life insurance policies


For more information, read our storage FAQs on Everything you Need to Know about Commercial Storage.


 At Space Centre Storage, we provide a secure way to keep your documents safe with secure file storage and mailbox rentals for both personal and commercial purposes. Contact us at 1-778-760-1713 or email for more information.

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