Get your files organised this new year with self storage

Getting back into the swing of things after the festive season isn’t always that easy. If you’re lacking motivation and you’re still a little snowed under with piles of papers from last year, it’s time to start organising your office to create some space for new beginnings! 

Self storage is the perfect solution to organise and secure and organise your files, so you’ll finally be able to find any tax receipt or contract easily. 

Not sure how to organise and store your files efficiently? We have a complete guide to help you. 

Take Inventory of Your Files

Depending on how last year ended, you could have paperwork scattered all over your home or office. The first step is to collect all of it from your desk, cupboards, and your laptop bag and take stock. 

Review all your stored documents like tax returns and receipts, reports, business contracts, bank statements and other legal documents. It’s a good idea to make a list of all your files to reference later. 

Next, create piles for each type of paperwork and separate them into folders. Colour-code or label the folders by category. 

You could invest in some archiving boxes that are specifically made for storing files long term, prevent damage from moisture, and stop dust from getting in.  

Calculate Your File Storage Needs

Now that you know exactly what you are dealing with and how much of it, you can figure out how much space you need to store your files from your office or home. 

Will you be storing your files on-site at your office or home, or have you considered using a self storage facility to keep your files safe? Use our handy size calculator to figure out how much space you would need if you opted to store your files at a self storage facility. 

Self storage units are often temperature-controlled, secure, and well-ventilated, so they are the perfect places to keep documents safeguarded.

If you’re storing your files at home or in your office, make sure to keep them in a space that is free of damp or moisture. Cover them with plastic to protect them from things like spillage. You could also consider vertical shelving to maximise floor space.

Move Your Files 

If you’re planning on moving your files to a self storage facility, the best option is to do so in durable archive boxes. Don’t forget to label boxes and even colour-code if that helps. 

Stack boxes in order of importance before the move so that when you offload boxes, you will be able to put boxes you need to access within reach or closest to the entrance. 

Now, you are ready to make the move to your storage unit!

Organise Your Unit

Once your files are consolidated in storage, spend time indexing and cataloguing them into a master spreadsheet so you can easily reference what's in storage later when you need to retrieve something.

You should consider digitising critical document collections using DIY scanning tools. This way, you have backups of essential documents like contracts without relinquishing original copies just yet in case they are required legally at some point. 

Establish Retrieval Protocols

Outline specific procedures around retrieving stored paper files if you have staff that will need to access the unit. Standard protocols also reassure any auditors that sensitive materials have carefully controlled access. Clear instructions will reduce the time spent searching for documents. 

Review the inventory lists you've made of file contents and check if any materials require stricter confidentiality standards. You might have to limit access to these documents specifically. 

Maintain With Occasional Sorting

Once you’ve organised your files, schedule periodic trips to your storage unit to re-index any new additions or reshuffle categories as your priorities change. 

The peace of mind of secured, neatly organised document storage is worth maintaining!

Ready to store your documents with us and usher in a fresh new start? You can rent your file storage space with Storo online in a few easy steps!

Call us today on 03 376 07 60