Self storage facilities are an ideal place to store files that you don't currently need. But that doesn't mean that you won't need the files eventually. When storing items in a self storage facility, it's best to thoroughly inventory and organize your files first. This will make it far easier to send people for files as you need them. Here are a few tips.
Create Codes to Scan
Rather than just labeling boxes, create either bar codes or QR codes that can go on labels. When scanned, these codes can give you information regarding the box and its contents. Scanning your files gives you an easy way to track your inventory rather than having to rely purely on a manual numbering system.
Order Boxes by Age
Keep boxes categorized by age within the self storage unit so that they're easier to locate. The likelihood is that you will need information that is more current more often; the newer items in your inventory are the ones that are going to be commonly pulled. By pushing the older materials to the back and keeping the newer materials to the front, you can reduce a significant amount of your work load.
Re-Inventory Boxes Before Replacing Them
Before sending boxes back to the storage facility, they should be checked against their former inventory list -- otherwise it's very easy to leave files out or file things in the wrong boxes. If files have been permanently pulled from a box, your inventory list should be updated immediately.
Develop Processes and Restrict Permissions
Rather than allowing anyone in the organization to pull files, there should be a process that requires a specific individual be in charge. When multiple individuals can pull files from your self storage facility, it becomes very difficult to track which employees have what. Not only should only one or two people be empowered with the ability to pull files, but the requesting employees should also be logged.
Remove Files as Needed
Most businesses are only required to keep their files for seven to nine years, depending on their industry and the services they want to offer their clients. As files expire, you should consider removing and destroying them immediately. This will reduce clutter in addition to ensuring that you are no longer liable for the safety of unnecessary files.
If you really need organization, there are storage facilities that offer their own organizational services -- for a fee. These storage facilities will inventory your items for you and will pull your items on demand. Naturally, this service is much more expensive than self storage, but can be useful for more critical documents. Click here to find more info about storage options.