Safe and accessible archive storage has become an essential part of every business and we’re not referring to lofts or garages. While the main focus is on storing the latest files and documents, there are many rules and regulations surrounding historic documentation as well. Typically, most business related documents should be kept for six years but there are exceptions.
With so much paperwork and vital documentation, having sufficient document storage space and a logical filing system becomes quintessential. In and among all of that is digital storage which we’ll cover along with other aspects of document storage. But first, let’s take a look at a few different types of documents and how they are stored.
Some businesses produce large volumes of paperwork that need to be stored for a fixed period of time. Effective archiving is key to ensuring your files are stored safely and secure but also accessible. While many choose to digitise to save on storage space, they then jeopardise their files by not storing them safely. For example, some small businesses often use hard drives or memory sticks to back up data but then choose to store them in a desk drawer on the premises. If the property (and any paper files) are damaged due to fire or flood, the digital files are also likely to be ruined. Here are three steps to ensuring that your archives are kept safely and efficiently. Continue reading
Are you short on space due to the number of filing cabinets in the office and do you actually know how long specific documents have to be kept for? Most small businesses will know that certain documents have to be kept for at least 12 months. Some for as long as seven years. However, there is no need to keep certain files and documents in the office. After all, some, you might only need if the Inland Revenue asks for them.
If that’s the case and you are a small business with cabinets full of these particular documents – maybe a solicitor or accountant – why not consider a self storage unit to house those papers that by law, you have to keep, but might never need? Continue reading
If the office is becoming a little top heavy with documents and files and you feel that a clear out is the only answer, why not consider self storage? After all, with many legal or financial documents, it’s not just a case of filing them under B for Bin! Many documents need to be kept for a certain length of time. You never know when you might need that spread sheet or report. Solicitors and accountants, in particular, are required by law to hold on to certain documents. Continue reading
Can you cast your mind back to the day when computers first arrived on the scene and we were promised those so called paperless offices? We were told that filing cabinets, record boxes and hard copies of documents would be a thing of the past and that we would all get to work in slick, uncluttered workplaces.
It didn’t happen did it? If anything, the fact that everyone has access to a computer and a printer means there is more paperwork in circulation than ever. Yet so many of these documents are important and we’re obliged to keep so many more in order to comply with government regulations which mean that all companies are required to keep their documents for a minimum of six years. Continue reading