Self-storage facilities are used by individuals for personal possessions or as temporary storage for people in the process of moving. They can also be used for special collections such as model airplanes, cars or trains or other collectibles. Major collectors often run out of room in their own home and need this extra space.
Businesses can use self-storage facilities for a variety of reasons. Some businesses may wish to use the storage space for a short period of time. Others plan on using it long term.
Storage of files is a necessity in any company. The larger the company, the more files there will be that need storing. Self-storage facilities can be used or document retention storage facility companies are also available.
It’s more economical to use a storage facility for archived items that doesn’t need to be accessed often because you’re only paying for the space that you actually need. If you’re in an office, you’re paying a premium amount for floor space for the filing cabinets or shelving.
To ensure that you can find your items quickly when needed, it is imperative that you implement an efficient document management system like Paper Tiger Document Management Software and Filing System.
Many companies have certain private files that would cause a major problem if they were ever destroyed. Copies of such files can be kept in a self-storage facility and the information relating to the files can be entered into the document management software system. A simple ‘google-like’ search in the database will allow easy and fast retrieval. Boxes would be numbered in relation to the index number assigned by the software’s database, instead of searching through each box for the needed document.
However, in order to know which files must be archived, companies first need a document retention policy with the guidelines of how long each type of document needs to be kept in-house for quick retrieval, when they should be sent to archives, and then how long to be kept in archives before destruction or to be kept indefinitely. (See our Retention Guidelines category for more information)
If you use document management software, you have more options to choose from when labeling various files. Just because you do have a great deal of flexibility in labeling your files with this type filing system, it doesn’t mean that you can’t simply use an alphabetical system. However, you can complement your filing system by cross-referencing with keywords input into the database, to enable you to find what you need when you need it without wasted time in searching for which file name you last placed it.
The important fact to remember is that using your document management software, you’ll instantly know where every single file is being kept. Naturally, the items that are being stored in a self-storage facility will most likely be archived files. They won’t often need to be accessed, but for legal reasons would need to be stored for a specific period of time.
There are also aesthetic reasons for planning your storage needs. If you have clients constantly visiting your office and all they see are filing cabinets and shelves and piles of paper files everywhere, it doesn’t really give your company a very good image. Utilizing an economical self-storage facility will help to present your company in a much better light to potential customers.
It’s only natural that there are various sizes of units because some people only need a small amount of space, while others need much larger units. Some units even have shelves fitted, which make it easy to store boxes of files.
Implement Paper Tiger Document Management Software and Filing System in your home, office and storage today to assist you with decluttering not only your paper filing system, but any item that you can put a number onto so you can get organized and be more productive.
Tags: document management software, The Paper Tiger 'Finding' Filing System
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Michelle, Thank you! Glad to know that you enjoy our blog articles. thanks again!