Office clutter has a tendency to sneak up on you. One day there are just a few papers lying around the office, the next you’re practically swimming in forms, contracts, files, and other documents.
In order to prevent this from happening in your workspace, it’s important to have an effective document storage strategy. In this post, we’ll provide 6 helpful document storage ideas!
Document Storage Idea #1: Sort Before You Store
Sorting your documents before you store them can save you hours of searching later on when you need access to a particular file. There are a number of ways you might decide to sort your documents.
For example, you could sort them based on the client or customer they’re for. This will allow you to access them quickly when you’re preparing for a meeting with that particular client.
Or, you could sort them based on the individual document type such as contracts, order forms, receipts, or engagement letters.
Document Storage Idea #2: Shred Old Documents
If you have documents that are no longer relevant to your business, it’s a good idea to dispose of them at the first possible moment. Not only do they take up space and clutter in your office, but they also may pose a security threat if they fall into the wrong hands.
Document Storage Idea #3: Invest in The Right Document Storage Materials
It’s also a good idea to make sure you’re purchasing the right document storage materials. The document boxes you select should be sturdy, stackable, and made out of acid-free material. For more information on document storage supplies, click here.
Document Storage Idea #4: Create a Filing System
A filing system is instrumental for keeping your office clutter-free and organized. When creating a filing system, make sure it is designed in a way that will be easy for your employees to utilize and that you incorporate some form of labelling strategy for your documents.
Document Storage Idea #5: Make the Switch to Digital Documents
Another good tip for document storage is to eliminate paper documents entirely and make the switch to a digital filing system. Not only will this help you save space in your office, but it’s also great for the environment! Just make sure to shred all of your paper documents if you intend to switch to digital.
Document Storage Idea #6: Store Your Documents Off-Site
Finally, it might be a good idea to store your documents off-site, in a purpose-built storage facility. This will help save space in your office while ensuring your documents are monitored by 24/7 security.
Western Archives – Edmonton Document Storage Solutions
Whether you need a secure place to store your documents or simply the supplies to do so, Western Archives can help you out. Contact us today to learn more.