File Storage- A Not So Exciting Topic!
We know how it is, you keep saving the files from your business, and they are piling up. Your storage room is full, now they are creeping into other areas of your office and home! So how long should you keep those files and what should you do with them? Not the most exciting topic, but a VERY important one. The answer is unfortunately not very straight forward or easy to answer. However your decisions on storage can either save you or cost you a lot in the long run. It is important to have a plan so that when you need to find a file, it is easily accessible.
How long should you keep your files? Basically the answer is…. it depends. It depends on what type of file, and what type of business you are operating. Each industry and state has different standards for length of time to store information. Some files may fall under human resource laws, other files such as a medical or dental office must adhere to strict laws on length of time in storing medical records. Not adhering to these laws can be costly in court and an overall headache. The best idea is to contact an attorney in the state you are operating.
Where should I store these files? Where you store the files is very important because certain files, including former employee files, must be kept locked in a place that is only available to managers who have a legitimate reason to access the information? Medical files with X-rays should be kept in a dark, cool, dry environment.
Ways to store? Depending on the industry you may be looking at storing these files for up to ten years. So investing in heavy duty file boxes and shelving systems is worth the time and energy. Each box should be clearly labeled and stored in an easy to understand organizational system. Each box should also have the date in which it no longer needs to be stored. Then each year it makes it much easier to purge the files that are no longer needed.
Keeping the files off site is often a beneficial choice. By renting a storage unit you are easily able to control who has access to the files. Storage facilities have a lot to offer. You can usually purchase the file boxes, shelving units and other supplies from them. They also often offer climate controlled units to store items such as x-rays. Climate control also comes in handy if you need to organize your unit in the middle of the summer!
Storage is not a topic to take lightly. It takes time, organization and thought to be sure you are prepared when you need to find a file. Security Self Storage at 6601 W. Goshen in Visalia specializes in helping businesses. With Climate Control and the longest gate access in town, it’s a great place to store all of your files. They would be happy to help you find the perfect plan on how to store your files now and for years to come.
