From confidential business documents to employee records, every business should implement a safe and solid storage system. After all, over 7.5% of paper documents get lost.
To prevent losing vital paperwork, make sure to avoid the five following common storage mistakes most businesses make.
1. Not Labeling Boxes
Even if you invest in the highest-quality storage boxes, the effort is fruitless if you don’t label them. Labeling every box helps ensure you’ll locate specific documents where you expect them to be. Without labels, you risk forgetting where documents got placed, which leads to wasted time and further disorganization when you try to look for them.
Labels should stay as specific as possible—vague labels like “employee documents” will fill up fast. Instead, create separate boxes for departments or teams. For warehouses, labels on products are an essential component for identification and handling.
2. Keeping All Your Documents in One Place
While keeping your documents in one spot seems smart, it’s actually a huge risk. For example, if your digital documents get accidentally deleted, and you don’t have a backup, those documents get lost forever.
To prevent any mishaps, consider storing copies of important documents in several places. Storing documents digitally, as well as physically, will make a loss feel less detrimental. You can get a Safe Deposit Centre for your documents
3. Not Storing Offsite
Even if you have multiple storage options, it’s unwise to keep your documents solely onsite. Robberies, fires, and other catastrophes may render your documents lost. Additionally, if your business generates a large number of documents, you might run out of room if you keep storing everything onsite.
Offsite storage services provide a secure environment for your documents. For example, National Lockers and Shelving offers self-password filing cabinets and other storage options for a variety of storage needs. Not only will your documents be out of sight and out of mind, but they’re guaranteed to stay safe.
4. Storing Products in a Hazardous Environment
If you decide to stick with onsite storage, you must consider the hazardous areas within your business. Areas like kitchens and basements are dangerous for important documents because they’re prone to fires and flooding, respectively.
Offsite storage is built to avoid common building hazards. For onsite storage, consider storing documents in cool, locked environments.
5. Not Using High-Quality Supplies
You don’t need to spend a fortune on storage supplies, but don’t settle for the cheapest options, either. Storing paper documents in cardboard boxes might seem like a fine solution, but it creates a fire hazard. Plus, cardboard boxes don’t last as long as water-resistant plastic or metal lockers.
Invest in high-quality storage containers with a solid locking mechanism to ensure your documents stay safe for a long time. Be sure to get a variety of storage unit sizes for different sized products and documents.
Avoiding Common Storage Mistakes
Storage doesn’t have to be complicated. By avoiding common storage mistakes and staying on top of organization, you’ll prevent yourself from getting headaches related to lost or damaged documents.
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