If you run a business, chances are you have a large volume of printed documents that require safe storage.
In this case, you might be wondering, “what is the best way to store important documents?”
You’re in the right place!
In this article, we’ll take a look at some options for safe document storage, and also some places where you should never store important documents.
Let’s dive in!
Best Places to Store Important Documents
1. Safety Deposit Box
A safety deposit box allows you to store your important documents at an external location away from your home or business. In addition, you have the peace of mind that comes from knowing your documents are monitored with 24/7 security. Seeing as banks store thousands of dollars, you can bet this security is going to be pretty good.
Also, many banks ensure that their safety deposit boxes are specially designed to withstand natural disasters like fires, floods, tornados, and others.
2. Home Safe
If you cannot store your documents in a safety deposit box, a lockable home safe is another great option. If you decide to take this route, just make sure that your safe is secured with a lock or access code. If you use a code, try to use a combination of numbers that would be difficult to guess. For example, never use your birth year or the current year as the code of your safe.
It might also be worthwhile to consider concealing your safe.
3. Office File Room
Although not ideal, the office file room can be used to store sensitive documents. However, when doing so, make sure that all your files are properly labelled to prevent them from getting lost. Also, consider locking especially important documents in a metal file cabinet. This will help prevent against fire or internal theft.
4. Off-Site Storage Facility
Keeping your documents at an offsite storage facility is perhaps one of the best ways to ensure their safety. That’s because most storage facilities will provide 24/7 security and environmental protection to make sure your files are protected against all threats.
This strategy also has the added benefit of storing files away from where people are most likely to look for them – your home or your business.
Where Not to Store Important Documents
1. Outdoors
Although you might have plenty of space in your garage or storage unit, you should avoid storing important documents in these spaces or any other outdoor areas. That’s because extreme heat, cold, and humidity can damage your files and make them illegible.
Also, bugs and small animals have a way of finding their way into these places and could potentially damage your documents.
2. Public/High-Traffic Areas
The more people that come into contact with your documents, the higher the risk of them being misplaced or even stolen. Avoid keeping sensitive information in areas with public access or lots of foot traffic. If you’re going to keep files at the office, it’s always a good idea to make sure they are kept in a locked room.
3. Basements
You should also avoid storing your documents in basements or below ground level, as these places often have a high flood risk. The last thing you need is to check up on your documents only to find out they’re swimming in floodwater.
Western Archives; Document Storage Company in Edmonton
Need a secure place to store your company’s important information? Western Archives has been providing document storage solutions in Edmonton for several years. Our facility features 24/7 security to make sure your documents are protected at all times. To learn more, please contact us today!
