Archive Storage: How to Store Documents

Whether you’re a business owner needing to keep track of important documents or someone looking to safeguard personal paperwork, knowing how to effectively store your documents properly is essential. Proper archive storage ensures that your documents are kept safe, accessible and preserved for as long as you need them.

In this guide, we’ll walk you through the importance of archive storage, the best storage solutions available and tips on how to organise and protect your documents. We’ll also answer some frequently asked questions to help you make informed decisions about your document storage needs.

Why Archive Storage is Important

Storing documents might not be the most exciting thing you can put in storage, but keeping your archives securely organised is incredibly important. Whether you’re safeguarding personal papers or business records, proper archive storage ensures your documents are kept safe, accessible and in pristine condition.

Preservation of Important Documents

Is there anything worse than not being able to find important paperwork when you need it most? Yes, finding it damaged and illegible! Proper archive storage helps you avoid such nightmares by keeping your documents in a secure, controlled environment.

Avoiding damage from humidity, pests, wear and tear (and spilt drinks) is essential. Good storage practices keep your papers looking as good as new for years. Moreover, knowing your documents are safe provides peace of mind, so you can focus on more exciting things than document storage.

Compliance with Legal Requirements

For businesses, storing documents properly isn’t just smart — it’s often a legal requirement. Different industries have rules about how long you need to keep certain papers. Fail to comply and you could face fines and legal trouble.

Keeping documents for the required retention periods and protecting sensitive information from unauthorised access are key compliance aspects. Plus, if HMRC ever decides to investigate your company finances, having the necessary documents neatly stored and easily accessible can save you a lot of stress.

Choosing the Right Storage Solution

There’s more than one way to organise and store your archives and finding the best solution for you will likely depend on the amount of paperwork you need to keep, the space you have available and the level of security you need to maintain.

Types of Archive Storage

There are a number of ways you can store documents, each with its own set of pros and cons. Here are a few options:

• Home Storage: Keeping documents at home can be convenient and economical, especially if you have the space for a filing cabinet or two. However, unless you live in a guarded mansion, most residential properties lack sufficient space and security for larger archives. Plus, home environments aren’t always ideal for preventing damage from humidity, pests or accidents.
• Office Filing Cabinets: Storing documents in filing cabinets at your office is practical for everyday access. Filing cabinets are good for organising small-to-medium-sized archives while keeping them within reach. However, over time they can take up a lot of space and could quickly lead to a cluttered (and unsightly) work environment. Your office also might not offer the best conditions for long-term preservation.
• Self-Storage Facilities: Renting a unit at a self-storage facility provides a secure and spacious environment for your documents. These units are designed to protect your papers from damage and unauthorised access. This is a great option for larger amounts of paperwork that need to be stored off-site but still accessible when needed.

Pro Tip: For especially important and sensitive documents, you might consider using a specialist archival storage provider. 

• Shipping Container Units: For those needing a lot of storage space, shipping container units are a robust option. They offer strong security features and ample space, making it easy to organise and access large archives without creating clutter. Plus, they can be more affordable compared to other professional storage solutions.

Pro Tip: At Pay Less For Storage, all our sites can be accessed 24 hours a day, which means you can get the documents you need after normal trading hours.

• Cloud Storage: While not a physical storage method, scanning and storing documents digitally can complement your physical storage. This allows for easy access, backup and organisation, reducing the need for physical space and providing additional security against physical damage.

Finding the Best Solution

The best storage solution depends on the amount and type of documents you need to store. For smaller quantities, home storage or office filing cabinets might suffice. However, for larger archives, professional storage options like self-storage facilities or shipping container units offer better security and organisation.

Remember, the key is to choose a storage solution that keeps your documents safe, accessible and in good condition.

How to Organise Your Documents

Once you’ve chosen the right storage solution, the next step is to organise your documents effectively. A well-organised archive makes it easy to find what you need when you need it and ensures that your documents are kept in good condition.

Sorting and Categorising

The first step in organising your documents is sorting them into categories. This can be done by type, date or importance. Here are some tips to get you started:

• By Type: Group similar documents together, such as financial records, legal documents, personal papers and business records. This makes it easier to locate specific types of documents quickly.
• By Date: Arrange documents in chronological order. This is especially useful for records that need to be accessed regularly or have specific retention periods.
• By Importance: Separate essential documents that you might need to access frequently from those that are less important. This helps you prioritise and ensures that critical documents are always within easy reach.

Labelling and Indexing

Clear labelling and a good indexing system are vital for keeping your archives well-organised, here’s how:

• Use Descriptive Labels: Make sure each box, folder or file is clearly labelled with its contents. Be as specific as possible to avoid confusion later.
• Create an Index: Maintain an index or a spreadsheet that lists all your documents and their locations. This can be digital or physical, but make sure it’s easy to update and refer to when needed.
• Colour-Coding: Consider using colour-coded labels for different categories of documents. This visual cue can make it easier to identify and retrieve documents quickly.

Using Archive Boxes and Filing Cabinets

Investing in quality archive boxes and filing cabinets can make a big difference in how well your documents are stored and organised.

• Archive Boxes: These are great for storing documents you don’t need to access regularly. Choose sturdy, acid-free boxes that protect your documents from environmental damage.
• Filing Cabinets: For documents that need to be accessed frequently, filing cabinets are perfect for keeping your papers organised and easily accessible. Be sure to label each drawer clearly and use dividers to separate different categories.

Organising your documents efficiently not only saves you time and hassle but also ensures that your archives are well-preserved and easily accessible.

Protecting Your Documents

If the first step to keeping your archives well-maintained is keeping them organised, then the second is ensuring they’re preserved and kept safe from being damaged or destroyed. By taking a few extra precautions, you can ensure that your archives remain in excellent condition for years to come.

Controlled Environment

Documents are sensitive to their surroundings, which means poor environmental conditions can lead to their deterioration. Here’s how to maintain an optimal environment for your documents:

• Temperature and Humidity: Extreme temperatures and high humidity can cause paper to warp, fade and grow mould. Store archives in a cool, dry place with stable conditions.
• Avoid Dampness: Damp conditions can lead to mould and paper degradation, so keep your documents away from areas prone to damp, such as cellars, lofts and sheds.
• Pest Control: Ensure your storage area is free from pests like rodents and insects that like to chew on paper. Regularly inspect the area and use pest control measures if necessary.
• Light Exposure: Prolonged exposure to light, especially sunlight, can cause documents to fade and become brittle. Store your documents in a dark place or use opaque storage containers for enhanced protection.

Security Measures

Keeping your documents secure from unauthorised access and potential theft is crucial — especially if they contain sensitive or personal information. With that in mind, here are some security measures to consider:

• Secure Storage Units: Choose storage units with robust security features such as strong locks, CCTV surveillance and access control systems. Shipping container units, for example, offer excellent security due to their robust design and construction.
• Lockable Cabinets and Boxes: Use lockable filing cabinets and archive boxes for an added layer of security within your storage space. This helps protect sensitive documents from prying eyes.

Disaster Preparation

Natural disasters and accidents are rarely expected, which is why the best way to mitigate the risk of your documents being lost or damaged is to be prepared. Here are some steps help you prepare for worst-case scenarios:

• Fire Protection: Store your most important documents in fire-resistant cabinets or safes. Additionally, ensure your storage area has functioning smoke detectors and fire extinguishers. If you’re using a self storage centre, check whether they have other precautions or safety, such as sprinkler systems, in place.
• Water Damage Prevention: Keep documents off the floor and use waterproof containers if possible — especially if your storage provider does have a sprinkler system. In areas prone to flooding, consider elevated storage solutions.

By taking these steps to protect your documents, you can safeguard them against environmental damage, security threats and other unexpected events.

Accessing and Managing Archived Documents

Storing and protecting your documents is just the beginning. Regularly accessing and managing your archives ensures that they remain useful and in good condition over time. Here are some tips on how to effectively manage your archived documents.

Regular Audits and Reviews

Conducting regular audits and reviews of your archived documents is essential for keeping your storage system organised and up to date. First, set a schedule for how often you’ll review your archives, this could be monthly, quarterly, annually or any other amount of time that you see fit.

During your review, assess which documents are worth keeping and which can be sent to the shredder. Ensure your index or spreadsheet reflects any changes made during the audit to keep your records accurate and make future retrievals easier.

Digital Backups

Creating digital backups of your important documents can provide an extra layer of security and convenience. Use a high-quality scanner to create digital copies of your most critical documents and save these files in a secure, cloud-based storage solution for easy access and additional protection.

Just like your physical documents, digital files should be well-organised with a logical folder structure and clear file names to make it easy to locate specific documents.

Pro Tip: Ensure that your digital documents are backed up regularly to protect against data loss due to hardware failures, accidental deletions, or cyber threats.

Easy Retrieval

An effective storage system makes it easier to quickly retrieve the documents you need when you need them, which is why clear and descriptive labelling is crucial for both physical and digital storage.

Arrange your storage in a way that frequently accessed documents are easy to reach, while less frequently used documents are still organised and accessible but are perhaps stored in a less prime location. Develop a system for tracking who accessed documents and when, such as a sign-out sheet or a digital tracking system. This will help keep track of document usage and ensure accountability.

Shredding and Disposal

Properly disposing of documents that are no longer needed is an important part of archive management. When it’s time to dispose of documents, especially those containing sensitive information, use a shredder to prevent unauthorised access.

By regularly accessing and managing your archived documents, you ensure that your storage system remains efficient and your documents stay in good condition.

FAQs

How do you store large amounts of documents?

To store large archives, consider using a professional storage solution like a self-storage facility or shipping container unit. These options provide ample space and security to keep your documents organised and protected.

Where to store important documents in the UK?

Important documents can be stored in self storage facilities, shipping container units and professional document storage services. These options offer enhanced security and protection against environmental damage.

What is the best way to store documents securely?

The best way to store documents securely is to use a storage solution with strong security features, such as lockable cabinets and secure storage units. Ensure your storage environment is stable and protected from pests, humidity and unauthorised access. Backing up digital copies using cloud storage is also a good way to protect your archives in the event of the originals becoming lost or damaged.

Can you store medical records in a storage unit?

Yes, you can store medical records in a storage unit as long as it meets the required security and privacy standards. Ensure the unit is secure, climate-controlled and only accessible by authorised personnel to comply with legal regulations.