A key consideration for any kind of business, large or small, can be document management. By definition this is the process by which an individual or organization manages the collection, storage and destruction of all its records. In recent years as a result of advancing compliance ordinance as well as the true dawning of the computer age as a somewhat mandatory way of conducting business, document management has become an even more important thing to streamline.
While there are many ways to manage documents, in this modern corporate environment of technology, many companies have created systems of virtual document management. With the possibility of system failures and computer crashes of all kinds, this is sometimes not always the best option. But many smaller businesses still use a system that consists of partial electronic and partial physical paper storage. In many ways it is safer to do both. At Exodus, we are happy to offer space for these physical docs in our climate controlled storage units in order to ensure their complete safety from the elements. We would love to help you make more space in your office for the people and the work that are most valuable to it. But there are some things you may want to consider before making the decision to find a new home for your trail of paper.
Choose A Good Place
In the context of every office, fire, theft and water damage are a continuous worry. Also, an abundance of humidity can be the death of document strength. It is important when considering storage to find a facility that is climate controlled in order to minimize the possibility of damage. By doing this you will be able to keep access to your important paperwork while maintaining the highest level of environmental security.
Priorities in Printing
If you are considering printing documents to store for the long term in physical form, it’s a good idea to think about paper quality. A good rule of thumb is to seek a more neutral or alkaline based paper as acidic papers and inks alike deteriorate over time. In order to keep your documents in top form, we recommend selecting permanent paper since it is not made from wood pulp. Also make sure to avoid sticky substances on things such as post it notes while storing your items as these are also highly acidic in nature and will destroy your documents over time.
Avoid Plastic Boxes
There are pros and cons to using paper and plastic boxes to store your documents. It may seem logical to store your paper in moveable plastic Tupperware containers because of their waterproof nature. But because of this, paper contents are often subject to heat and humidity collection. In contrast while paper boxes will let your documents “breath” they are not fireproof. Despite their weight and size, for the safest option we recommend storing all important paperwork in traditional filing cabinets.