If your business has any type of client files, important paperwork or archival documents, storing these paper records safely should be a top priority.
Anything that isn’t digital needs to be preserved, but it must be done properly to prevent damage since the paper is highly affected by moisture and humidity levels.
Here are some things to consider when storing documents.
Unused Paper
With the rise of scanning and digital communications, the need for paper documents has diminished but not gone away entirely. You invested in reliable printers Jackson MI for your office, and they are still producing items for signatures, distribution or archiving.
When putting away your reams of paper before use, keep them sealed in the original packaging until you need them. Keeping the paper off the floor is the best option. Using a low shelf or cabinet to stock supplies can prevent moisture damage.
It’s also a good idea to only place an amount of paper in the printer tray that will be used in a short period of time. This prevents excess moisture from collecting, especially in humid areas or seasons.
Paper Documents
Having a filing system in place in your office is a must for good organization. Make sure each employee knows the arrangement and places paperwork in the correct areas. Have folders, cardboard boxes or cabinets to keep all your paper files systematically classified and free from damage.
If you have space, use a rack system to keep filled boxes organized by year. If you don’t have a climate-controlled area to keep records in your office, you’ll want to find a storage unit that can handle documents for longer periods of time.
Off-Site Storage
Your filing and storage process should also include guidelines for taking boxes to a climate-controlled storage unit. This frees up space in your office and keeps records safe from moisture and humidity. Make sure your documents are dry before they go into storage since wet paper can grow mold.
Label every box with dates, types of files and any other important information you’ll need to find your files again. Keep the most important papers towards the front of your unit for easy access and consider organizing an employee sign-out system so you know who has each file.
Safeguarding your paper supply and important documents is vital for business success. Keep all paper off the ground and away from moisture to prevent damage before and after use.
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