Business owners and managers know that keeping records can really save you. Not only do you have to retain records to comply with the Canada Revenue Agency, but you need to keep employee files, contracts, even paperwork for warranties. We’re all trying to get a lot more digital, believe us, we are too, but sometimes, you need to keep physical, paper copies. This is why business document storage is so important.
The trouble with storing files is that when you need them, you really need them. You don’t want to organize your files later; you need to organize them now. Also, paper takes up a lot of room and you need to think about how you’ll store things. We’ve put together some tips that will help you file, sort, and store your business files.
The first step is to go through your documents and decide what you will keep. You only need finalized documentation - the rest is just confusing. You’ll want to recycle, but more likely, you’ll want to shred your documents first. If you’re dealing with older employee files with personal information, or even files that had payment information, you need to make sure you are disposing of things properly.
Once you have your pile(s) of documents you know you must keep, try and group documents together. For financial information, it’s nice to keep things by year, and then by revenue and expense category. You might decide to keep all tax documentation separately. Whichever you choose, make sure to label as you go. We love labellers…doesn’t’ everyone?
As you put files away, think about how you will store them. Do you want to use hanging files, plastic bankers boxes, envelopes? There are file organizers you can purchase that have colour-coded tabs. You might want to use page protectors and put things into binders.
It’s more efficient to store upwards. This will mean you either need to use very sturdy, plastic file boxes, or invest in shelving. Shelving has the added benefit that you don’t need to move 5 boxes to get to the one you really need.
Make sure you keep ‘like’ files with ‘like’ files. For example, you might want to keep all employee files towards the back of your store unit. Or you might want to keep all financial information on the right side of your storage unit, with oldest years at the back. Whichever system you choose, make sure you are consistent and keep up with it. It’s not great when you have employee files scattered throughout your unit and you’re trying to find a specific year or person.
We suggest arranging items that you won’t need as often, at the back of your unit. This would be older financial years, for example. And you can organize your storage unit by year, rather than category. This lets you add in order, and not have to make more room when you add another box to the back corner of your storage unit when you need another box of tax information.
Remember in the olden days when librarians had cards that you left with them and they would stamp the date? We sure do and that system has real merits! You may want to try something similar for your business files. For example, you can create a charge with a clipboard, that gets filled out each time someone removes an item from the storage unit. You’ll want to make sure people are descriptive enough and actually use this check-out (and check-in) system. This way, you’ll be able to track down your files quickly and easily.
Our 5x10 or 10x10 indoor self-storage units at our Woodstock location are perfect, inexpensive, places to keep your business files. Because our lights are overhead, your unit is well lit, and because the units are indoors, there is more temperature regulation. You’ll want to remember that files are paper, and paper can absorb moisture, so it’s important not to store your paper files beside a refrigerator you forgot to defrost fully.
Our 8x10 units in Milton or our 8x20 self-storage units at both our Milton and Woodstock locations, which are drive up, are spacious, clean and airtight. Maybe you also wanted to store some extra inventory, equipment or seasonal items, and you need more space. The 8x20 unit allows you to have some extra space in the beginning, knowing that your business files will probably grow in size.
Whatever your business storage needs are, we have you covered. We have 24/7 access, drive up units, and a variety of sizes of storage units that you can virtually tour online. We make renting super easy – by text, email, phone or online from our website. We don’t want to hold our customers up, so our online rentals work 24/7, just like our gate access. For added convenience you even pay your rent online, or sign up for automatic payments. This can help keep your payments in a single card which your book-keeper will appreacate when they process this business expense for you.
If you have any have questions about our Milton Self-Storage or Woodstock self-storage locations or what sized self-storage unit is best for your business storage needs, reach out! We’re here to help you with all your self-storage needs.
For more self-storage tips, tricks and advice, & a good laugh, make sure you check out our blog regularly and like or follow us on Instagram & Facebook.
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