File Storage- A Not So Exciting Topic!

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.

Want an easier life? Rent a Storage Unit Today!

Renting a storage unit makes an easier life?  You better believe it, here's my story and why I'm stickin' to it.  Rent a storage unit and have an easier life!

My entire life I would drive by a house with their garage door open and see a perfectly clean garage and roll my eyes.  I mean how on earth does a person have nothing but a car, a shovel and a broom in their garage?  You know I’m talking about, perfect white walls and no holiday decorations sticking out of storage containers.  Let’s be realistic, I thought everyone has to store SOMETHING in their garage!

But I was wrong, misguided, and mistaken!

It was not until I was hired into the storage industry that I realized those people with the perfect garages, they were renting HUGE storage units!  All those boxes with Christmas lights sticking out, extra bicycles and furniture, mine are in my garage and those brilliant people had their extra stuff in storage!  Why had I not been privy to this brilliant solution?  Was it a conspiracy?  Let’s face it my garage has been a long time struggle for me, and I never thought about storage.

I rented a storage unit.  And guess what?  I now, with no struggle, can park my car inside the garage AND open both doors.  There were many days in my past where I may have been able to get the car inside, but I would then be stuck inside the car, the doors couldn’t open!  But you know what is even better?  Those pesky closets that always tend to cause an avalanche when opened; the storage unit solved that problem also.

Storage makes life easier!

So my mission is to share this brilliant information with people all over the world, who may not realize that renting a storage space will make life easier!  So make your life easier, go rent a storage unit this weekend, and clean out that guest room, garage, back patio and the rest of the clutter in your house.  You will thank me later!