What Is The Right Way To Store Vital Business Documents?

 

In any type of business, you must maintain all the important documents related to the business procedures in both physical and digital forms. In the world of digitalization, people tend to think that only digital records of their businesses are enough, but that is not true. In unforeseen situations like cyber attacks or system failure, all the essential records can be lost. 

Hence, it is mandatory to preserve their hard copies. They work as backups in times of urgent need. Also, these physical documents must be saved away from the office, in a safe place, to protect them from fire or theft. Like a Self-Storage unit! 

To store them, properly drafted steps should be prepared and meticulously followed: 

1. Find The Right Storage Unit 

Business files and documents need to be stored in a cool, dry, and safe place like a self-storage unit, as they hold great value to the company. Select the unit upgraded with the latest security features such as CCTV cameras, proper ventilation, fireproofing, and an insurance cover. These features will work as a shield to protect the files from theft, fire, or any other damage.  

2. Decide What To Store 

After selecting a storage facility, decide which documents you want to keep and which ones you want to chuck out. Make an inventory list of the essential files that will be sent to the storage facility. This list will also help to make sure non of the crucial documents are forgotten. 

The unwanted papers and files must be separated and thrown away to make more space. Do not fail to shred these papers so that the information is disposed of in the right way. 

3. Selecting The  Storage Boxes 

The documents must be placed in boxes that will keep them safe and dry. Plastic and cardboard boxes are the best options. Cardboard boxes are light in weight and easy to carry. Plastic boxes with airtight covers can keep away pests and dust from entering. Plastic ones are much better when you want to store them for a longer period. Select the one that fits your budget. 

4. Grouping  and Labelling The Documents 

After listing all the business documents. sort them as per their groups. The groups can be Financial Documents, Tax Documents, Leases Papers, Employee Lists, and many more. Place these documents in different boxes. Label the boxes that will make finding the right documents easy and quick. 

5. Placing The Boxes In Right Order 

The right organization of these boxes is an important step. They can be arranged in alphabetical order, year-wise order, or on the basis of their need. Place them in a vertical style because this way of arrangement will help you in fetching the right document without any trouble or wasting any of your time. 

*The Box* 

The Box is a self-storage facility that allows storing different items that are important for their clients. They have various sizes of storage units that are guarded by new and advanced storage security features.  

Units are well maintained, fireproofed, and airconditioned with 24/7 CCTV cameras and insurance cover. They also have an online store to buy packing materials like moving boxes. 

To book one such unit, call us at - +961 71281168 /+961 71175252. 

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How Can Self-Storage Protect Your Crucial Documents

Has it ever happened to you that when you want to find a valuable document, every time you have failed to locate it in all the mess? The process of finding these papers is not only time-consuming but also energy-consuming.

To overcome this dilemma, you need to chalk out a systematic plan. How to keep your crucial documents handy and safe? You do not require these documents every day. Hence it is better to store them where they will not get disturbed or damaged. But, where? Self-Storage! 

You can keep your documents in Self Storage for safekeeping and away from getting misplaced, surrounded by the best security technology. 

Here are few benefits of self-storing your crucial document.

1. Select The Right Storage Unit

Find a storage unit that is well-equipped with excellent security features. The units should be climate controlled to protect the documents from moisture, humidity, insects and fungus. The unit must be roomy, have 24/7 CCTV cameras with an effective alarm system. The hired staff should be professional with outstanding customer service. Customers must have anytime access to their unit. 

2. Select The Best Storage Room

The storage companies provide different sizes of storage rooms from 10sq.ft to 500sq.ft. Select the area as per your needs and requirement. The chosen room should be wide enough to store your papers and have a walkway to reach these boxes easily.

3. Decide What You Want To Store

Sort out the papers you want to store in the storage unit. Keep the crucial documents aside that you want to store for safeguard. These vital documents can be your birth certificates, identity cards, education and degree certificates, your house agreement, property deeds, important business papers, shares certificate, bonds, marriage certificate and many more. Scrap and tore the unwanted old documents so that they cannot be misused.

4. Organize Your Papers

Before placing your documents in a storage unit, make sure you scan them and take digital copies for backup. Buy some good quality large envelopes and files in which you can place your documents. Name them according to the papers kept inside. Place these files and envelopes inside strong storage boxes and close them properly. Make sure these boxes are of good quality so that your documents won’t get damaged.

5. Label Your Files And Boxes 

Remember to label the files and storage boxes correctly. It will ease the process of finding the documents in future. 

6. Make A Note 

Keep a record of all the documents you will be storing. In future, this note will help you know where to find these documents.

7. Organize Your Unit.

The storage unit must be spacious enough to have proper shelves and file cabinets, in which you can place your files and boxes of documents. This can help you keep your vital papers in place and safe. These boxes take less space by stacking them on one another.  

What Does The Box Have?

The Box offers a wide range of storage rooms of different sizes, secured by the best security technology. Their Self-Storage Units have a special section for safe-keeping vital documents. These units are affordable and secure. 

For more information call us at tel:800 THE BOX (843269.)

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Document Storage System – The Need Of The Hour

Document storage systems are designed to make the work of document management easier, faster, and more efficient. Here are some strong reasons why you need a document storage system and how it can help your business a great deal. Let’s delve.

Sorts out the problem of sorting

An efficient document storage system eliminates the need to sift and sort through piles of paper.

It comes with an indexing system that enables your business employees to look for documents based on different criteria, descriptions, and keywords. This makes for easy and swift document retrieval.

Compiles information in a jiffy

A good document storage facility takes off the burden from your and your team’s shoulders of analysing complex reports and arriving at accurate numbers. The document storage will do it for you by running custom reports faster than the speed of thought. This means on your company’s behalf it will pull out information in a jiffy which would otherwise take hours to compile.

This frees up significant employee time. It also favours customisation as per your business needs.  So you can use your document storage plan to run account reports, inventory records, and so on.

Keeps your confidential information secure

Organisations, small or large, want their sensitive documents to be flanked by utmost security. A good document storage system protects your sensitive information from trespassers by giving you control at the folder -and further – at the document level. Besides, document storage and management systems give you access to the audit trail which makes it clear who all have viewed and modified a particular document. You can also set up automated alerts and make your documents highly traceable.

Time saver

Document storage and management system is a powerful tool that saves time. And in business, time saved is money earned.

Depending on the settings that you implement, the document storage system will retrieve records by a word, or a phrase, or even a sentence within a document.

Document storage can also be easily integrated with your business applications. This boosts your business’s ability to access and retrieve critical information. Moreover, it allows you to access documents locally – yes, you heard it right – from anywhere in the world!

Easy transfer and retention of information

If storing physical documents seems difficult, then the process of transferring them is worse. Imagine the toll it would take on a person in charge of physically moving one official paper to one or multiple reviewers, editors, or signees who are responsible to approve them. And then imagine manoeuvring (mind you not just moving them but moving skillfully and carefully) hundreds and thousands of important documents to all those approvers. 

It is easy to see what a nightmare physical shifting of a document can become as a whole bunch of full-time workers devote most of their time (which could have rather been used for other productive work) to finish the task.

If you think email technology may solve this problem, not really. While it is valuable for many purposes, documents are still bound to slip through the cracks among so many emails or land up in spam.

With good document storage and management system, however, transferring of documents happens in a fraction of the time that would take for physical shifting. It also prevents the information from getting lost.

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Document Storage Solutions help improve company bottom-lines in Beirut

A few years ago, document storage was almost unheard of. Businesses used to wonder what the fuss was all about. The technological revolution that led to the proliferation of information technology driven business operations however led to a change is this scenario. As firms expanded in scope and size, most companies found that the volume of records that were kept for both, compliance purposes as well as internal usage, were increasing by the day.

Data management and data protection came to be taken about more seriously. Businesses soon realized that it was no longer cost effective to manage all their documents in-house. They began searching for a solution that would free their valuable office space for core operations, but at the same time, handle their requirements in a responsible manner. This is where document storage services have begun to make their presence felt.

Some of the core questions that one should raise when evaluating a potential document management service are:

• One should verify the secure practices claims quoted by potential service providers. This is imperative, as data protection has become increasingly vital in an era where corporate espionage can break a company overnight


• Checking their document archiving standards is the second step. This is true as the volume of records being managed varies from company to company. Thus an operator must be capable of meeting the requirements of their clients


• Frequency of access and the capability of the service provider in meeting the needs of the client are another important factor to consider during the evaluation process. With multiple business locations, employees must be able to access documents whenever they need them


• A thorough cost-benefit analysis of the pros and cons of such a move must be carried out diligently to ensure that complications do not occur in this process

With more and more firms choosing to focus on their core business advantages, while sourcing out their ancillary activities, the availability of such services is growing as awareness and popularity increases.  Beirut Moving and Storage, a trusted name in the commercial storage solutions segment is one such operator. To learn about the benefits that your business could derive through a tie-up with them, you can contact them at: www.beirutmovingandstorage.com

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