STORAGE TIPS

What is Document Storage and When You Should Use It

Posted on February 26, 2021

document storage

Store your files, so they are protected from water damage with climate-controlled document storage.

In the course of your life, you generate an astounding array of documents. When you’re born, you’re given a birth certificate that proves that you are an official human being. After that comes work certificates, diplomas, tax returns, financial records, stock certificates, the deed to your house, wills and even more personal documents that, while you may not need to access them daily, are vital bits of information that modern society relies on to run smoothly. 

Here are a few ideas on the best practices for document storage, how Space Centre Storage can help, and the steps you can take to ensure your valued documents stay safe and secure.

 

Accessibility

When thinking about which documents you need to store and how you need to keep them, determine how often you’ll need to access them. Your passports, immigration papers, insurance papers and other documents should be easy to access. Past tax returns, diplomas, and older financial records can be tucked away either offsite (i.e. not at your house or apartment) or in less accessible areas.

 

Protection

No matter where you store your documents, you need to make sure they are impervious to the ravages of times (within reason, of course—nothing lasts forever). Aim to store your documents so that they’re safe from natural disasters. Limit your documents’ exposure to sunlight, frequent handling, and the mother of all document destroyers, moisture. Pablo Escobar, the Columbian drug lord, used to bury vast amounts of cash in the ground only to discover that in a few short years, his money had turned to mush. Bottom line, don’t bury your documents or your money!

 

Destruction

It may seem odd to follow up a tip on protection with a tip on destruction, but not all documents are created equal, have equal standing or need to be kept for indefinite periods. Things like tax records, old receipts and payslips have a limited lifespan. You need to keep them for evidence of compliance, but you can dispose of them after several years. When designing your document storage plan, it’s a good idea to label all documents and keep track of how long you need to store them.

 

File Box Design and Materials

Once you’ve decided what documents to keep and for how long, the next step is choosing a durable, stackable, moisture-resistant file box (remember the Pablo Escobar story). There are many boxes to choose from, and Space Centre Storage can offer you an array of suitable options, as well as a secure, climate-controlled storage facility in which to keep your files and documents safe for as long as you need them.

For more storage tips, read What Happens When You Store Things Outside.

 

Protect your important papers with Space Centre Storage’s safe and secure document storage. We offer same-day file pickup and delivery, shelving services at our Kelowna storage facility, document tracking, and more. Contact us for more information and a free estimate.

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