The term ‘archive storage’ often prompts images of precious maps and records from hundreds of years ago that need to be kept safe away from sunlight. The truth of the matter is that every business — regardless of their size or industry — has important documents to be saved and referred back to. Archive storage can include everything from invoices to employee contracts.
While you likely have digital versions of these files, there are many reasons why you might want to back up your records with physical copies. The last thing you want is for a cloud crash or online hack to erase every important document you own.
With that in mind, continue reading to learn more about what you might want to consider when planning to upgrade your commercial shelving or archival storage.
What you might need to store
The records your business decides to keep will often depend on what industry you are in. However, there are certain documents that all companies must ensure they have easy access to, as per Australian law.
For example, the ATO states that businesses must keep all transactions related to a business’ tax and superannuation affairs, including information that supports claims made in your tax returns.
Of course, many businesses will opt to keep this information in digital format. However, it certainly doesn’t hurt to have a physical copy as back-up.
Other documents you might want to store include employee contracts, sales information, wages & payroll documents, legal records, sales contracts, and other miscellaneous documents.
Steps to build your storage
If you’re starting from absolute scratch, building an archival storage system may seem like a comprehensive task — particularly if your business is large and complex.
However, by breaking the project down into simple, achievable steps, you’ll soon have a solution that offers seamless and efficient organisation. If you’re struggling to work out where to start, consider reaching out to a professional supplier of commercial shelving, who will be able to identify exactly what type of storage you need and tailor a solution to meet your requirements.
Step 1: Assess your situation
The first step is to assess your storage situation. Do you currently have a filing system in place? Is it efficient? Does everyone in your team know how to use it? If you try to locate a document, is it where you expect?
If the answer to any of these questions is ‘no,’ you are best off starting from scratch.
Step 2: Work out how much storage you need
Your second step is to calculate how much storage you will need.
Consider the number of documents and assets you will need to store from a legal perspective. The ATO requires that you keep records for five years. Depending on the size of your company — how many employees and clients you have — this could amount to a significant quantity of paper.
Consider the future as well. Ideally, you want to create a storage system that will meet your needs for years to come. Ensure you have left plenty of room to grow and expand.
Step 3: Plan your storage space
Whereabouts in your office are you planning to keep these important documents and files? Is there a specific storage room? Do you have plenty of wall space where you can slot in a mobile shelving cabinet?
Consider, too, how important security is to you. Many mobile shelving cabinets can be locked for added privacy but even then, if the files contain confidential information, you may need to keep the entire cabinet in a secure location.
Step 3: Consider different storage solutions
There are an array of different storage products out there, from mobile shelving to lateral filing cabinets. Whatsmore, in 2022, many mobile shelving providers will tailor your storage cabinets and draws to meet your specific requirements.
Once you have established how much storage you need, it’s time to start researching the different products available.
Mobile shelving cabinets are an excellent and space-efficient option that will maximise your storage area. Alternatively, if team members require regular access to stored documents and files, consider purchasing individual vertical filing cabinets to sit under their desks.
You might also consider a centrally located lateral filing cabinet if multiple employees will be accessing the files throughout the day.
For tailored, personalised information regarding your office and archival storage options, reach out to a professional commercial shelving expert today. They’ll know exactly what questions to ask to ensure your storage system supports efficiency and organisation.
Marta Jordan is a professional writer & blogger, who writes for a variety of online publications and loves working with words of all shapes and sizes.
