The preservation of business records and personal documents should be a concern for anyone archiving their files. Proper storing of paper records is important because if they are stored incorrectly damage like foxing (the browning of paper) can occur. With our over 20 years of record storing experience, here are some considerations we at Data Storage Centers suggest you think about when deciding to store your documents.
How to store old paper documents
If you are a business owner using paper documents like insurance papers, invoices, confidentiality agreements and registration documents these items need special care when storing. Paper documents need to be stored flat in a cool, dark and dry area. Exposure to light, extreme heat and moisture can damage the paper material. Paper must always be stored in acid-free alkaline containers and files like folders, mats, boxes or polyester film folders. You should never keep paper documents in areas with high humidity like basements or attics. Storing your documents in these locations can promote mold growth and foxing. Ideally, you want to store your paper documents in a room with a regular temperature of 72 degrees with a consistent humidity level of 35%. Storing your documents with Data Storage Centers will ensure your documents are protected from the elements and safely secured.
Records to store at the office
When organizing papers at your office, you will want to keep some records close at hand and place some in storage. Business documents from the previous year should be kept close by with easy access. Older paperwork, going back 3-to-5 years and even longer can be stored at a record storage facility or in a self-storage unit. Other items including books, personal tax documents, and paystubs can also be put in storage.
Records to store at home
Personal documents like birth certificates, marriage licenses, passports, wills and insurance papers are best kept where they can be easily accessed if needed. When storing your paper documents at home you will still want to protect them. A good way to keep your documents safe is by placing them in a fireproof safe. Fireproof safes will protect your documents from not only a fire but also water damage. When possible, you should digitally scan your documents, so you have backups if anything does happen to the paper copies.
If you only have a few small documents you are looking to securely store like old family letters or autographs on paper you may want to consider using a safe deposit box. A safe deposit box is a secure container, requiring a key, made of metal that is used to store valuables at a bank or credit union. Safe deposit boxes are often kept in secure rooms and require an annual fee.
If you’re an Arizona resident or business in need of record storage contact us by filling out the form to the right or giving us a call at 602-273-3045.