Many businesses need to keep important documents for many years, as much as 10 years in some cases. This, however, starts to take up a lot of space in the long run. They also can become unorganized and lost if they are moved around too much to make space. If for some reason you are called upon to produce these documents, it’s very important you can access them quickly.
Paper is fragile, and it’s susceptible to a lot of elements like moisture and heat. So having a proper way to store them away from these elements is important. Make sure you choose plastic and opaque containers. Many places such as Walmart carry stack-able plastic containers made for documents and papers. These lightweight containers are easy to move and will last a long long time.
Throwing all the papers together is a bad idea. As a business, you have different papers from different aspects of your business. So make sure that you label each container and mark the year down. Organize the documents in a way that once they no longer need to be kept they can be easily taken out and destroyed.
There is a good chance you will be called upon to access some documents often. So it’s important that they are close at hand and easily accessible. This can be either in a safe at home or in a remote location. By keeping them in a secure place you are assured that they are safe in the event of a house fire or natural disaster.
At times like this, it’s tempting to store your business documents at home, especially if you are taking advantage of our virtual offices. Just make sure they are safe, secure and easily accessible.