Document Storage: Best Practices for Iowa Businesses

What is document storage?

No matter what type of business you run or manage, paperwork is inevitable. If space is at a premium in your office or access is hard to control, secure document storage in a self storage facility in IA may be a good option. Find a climate controlled secure document storage unit in Sioux City IA

Types of documents you need to store

Even if your company has an electronic filing system, you will need hard copies of some types of documents, such as:

• Business license
• Specific licenses needed for your industry such as alcohol permits or insurance
• IRS records
• Original contracts with clients
• Real estate deeds
• Accounting and financial records
• Promissory notes
• Employee identification numbers
• Past employee files

How to properly store documents

If a document is important enough to store, it is crucial that you do so in a way that preserves it and keeps it safe from damage and theft. Consider the following factors when deciding where and how to store hard copies.

Organize Files

If you haven’t already, go through all of your company’s paper documents.

• Decide which files you will need to hold onto and which can be discarded.
• Shred sensitive documents that you won’t keep and recycle the rest.
• Label all items so you can find them easily when you need them.
• Keep track of how long you will need to keep each hard copy so you can destroy it properly when it is no longer needed
• Make digital copies of everything, just in case

Arrange document storage properly

Take care when packing and arranging your document storage. Choose boxes and packing supplies that are appropriate for long-term secure document storage, so that papers are snug within containers without being so tight they might get damaged when taking them in or out of storage. Remove staples and paperclips and store all papers flat. Everything should be clearly labeled, with documents you will need access to most often placed in front.

Document access

The world does not operate on the same schedule as your working hours. An Iowa self storage facility gives 24/7 access to documents, which may not be possible in an office building or retail space. Document storage should be located reasonably close to your place of business so that they can be easily obtained on demand.

Security

It is easier to restrict access to document storage in an offsite facility than it is in your office, where all employees come and go freely. A secure self storage unit should ideally feature:

• Gated entrance
• Secure locks
• Video surveillance
• Document log to keep track of who has accessed files

Climate control

Humidity and extreme temperatures damage paper documents. Many offices, closets, garages, and other storage spaces in your home or business are not consistently stable enough to guarantee that your documents will be safe long-term. A climate-controlled storage unit in Sioux City ensures that both temperature and humidity will remain within a safe range for papers or anything else you store.

Find a unit

Secure document storage in IA is crucial for your business. Contact our Sioux City self storage facility today to book a safe, climate-controlled storage unit for all your business needs.