Business & Corporate Storage

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April 29th, 2025

From Storage to Disposal

Companies acquire and create a great deal of paperwork, even in today's digital world. The need to free up space, protect privileged information, and maintain solid records makes document storage, disposal and shredding high priority issues for businesses of all sizes. Documents may need to be archived off-site in many situations. For instance, office space may have become cramped due to an abundance of files that must be retained for tax or legal reasons. A business that is mobile may have very little room at its base of operations to store files. A retail enterprise may prefer to use space to hold inventory rather than old paperwork. A home business set up in a tiny corner of the house may simply have no available storage space and may have security issues due to people coming and going and children playing, sometimes too closely for comfort. Some companies specialize in archiving documents. Depending on how much you are willing to pay, the company may pick up, organize and archive your documents in a secure facility. When a document is needed, they may be able to deliver it to you within a few hours or by overnight delivery. Business owners who want to be able to access files at any time and who want to spend less money may prefer to lease a self storage unit to house and protect their documents. When looking for a self storage facility for your documents, consider a few factors:

Security. Look for a facility that takes pride in their visitor safety record and their ability to protect stored items. Find out if the facility has 24-hour on-site management, surveillance cameras, security personnel, monitored access or alarms. Look for well lit parking areas and hallways. Find out what type of locking mechanisms are available on units. Look for security fencing around the storage facility, and scan it to be sure it appears in good repair.
Access. Find out when you will be able to access your storage unit. Many allow entry after business hours by using a security card or code.
Ability to expand. Originally, you may need a small room, but each year you are likely to have more files. You may not want to lease a second room on the other side of the building, so find out if larger room sizes with the features you need will be available.
Climate controls. Papers can be destroyed by moisture, so it is important to store important documentation in a facility with temperature and humidity control, especially if you live in areas where damp and heat are not unusual.
Location. Be sure you are comfortable with the self storage facility's proximity to your business. If you need a file quickly, you will want to be able to travel there in a short amount of time. Make sure you feel safe driving through the neighborhood where the unit is located whether it is day or night.
Reputation of the storage company. Check with friends at other businesses to see what self storage company they use. You may also look online to find out if any local self storage companies specialize in document storage or offer features that would make them good places to store documents.

Before taking everything to a storage site, businesses should organize their files and pare down paperwork. Unneeded documents containing sensitive information should be shredded with a crosscut shredder or removed by a professional recycling company that specializes in destroying classified office material. In some areas businesses may be able to burn documents. Regardless of the disposal method, documents that are no longer needed but that contain sensitive information like social security numbers, private contract or legal information, or trade secrets should be thoroughly destroyed. To secure files while they are in storage businesses may want to invest in specially made archival cabinetry that lock and protect documents from fire and moisture. Sensitive items that are stored should be labeled as classified, and the names or titles of those authorized to view the documents should be included on the label when possible. Although businesses may want or need to save hard copies of documents, they also may want to have digital backups or, at least, paper copies of particularly important items. These should be stored in another location, possibly in a locked cabinet at the office. It may be best to scan information and save it on multiple hard drives as password-protected and encrypted files. Businesses may want to place the backups in separate, secure locations. These steps will help ensure that your documents are stored and disposed of properly, but be sure to take common sense steps to protect information that is entrusted to you while it is at the office. For instance, do not leave sensitive material where unauthorized individuals can get it. Check fax machines often, and do not leave papers in copiers or printers. Put sensitive material you want to throw away into a locked recycling bin. Don't leave passwords on scraps of paper or important documents on your desk overnight when cleaning crews come through. Although most would not bother documents, employees do not want to be liable if an unauthorized individual improperly uses private information.

Preparing Files for Storage

The daily operation of a business has the potential to generate a lot of paperwork and that takes up space. In particular, if you run a small business or a home business, the stacks and files full of inventory lists, receipts, copies of completed work, forms, tax papers and other items may build up and leave your office cluttered and cramped. Despite the trend toward saving paperwork in digital format, scanning takes manpower, which could be expensive and impractical. In addition, you may want to keep the hard copies and feel more comfortable holding onto the originals of material that the law requires you to keep. Rather than renting a larger office space or storing items in unsecured areas of the house where children or guests could get into them, you may find that a self storage unit provides a safe and flexible space to store those items that need to be kept but that are seldom reviewed. When deciding upon a self storage facility to store important documents, you should compare security features.

Compare Security Features

Is there a wall surrounding the storage complex that is well-maintained and difficult to climb or penetrate?
Find out if the facility uses cameras to monitor activity and how many. Are they located on the outside of the building or inside, also? Ask how the cameras are used. Are events simply recorded and reviewed in the case of a problem, or does someone watch them constantly? If someone monitors surveillance equipment, find out what happens when a problem arises.
Understand how access to the facility is granted. Learn whether or not anyone monitors who comes and goes. Perhaps a keypad entry records which renters enter at what time.
Does the facility provide on-site management during set hours or constantly?
Does the facility employ security guards?
Check with management to see if the facility lies near a police station or on a regular patrol route.
Ask management how they protect against fires, floods and other natural disasters.

You will want to choose a self storage facility that has convenient access. Find out if you can enter at any time or only during business hours. Learn about the lease terms and find out what happens to items if you miss a payment or a few payments. Be sure to check with the management company from time to time to make sure payments are being received. You do not want your private documents going up for auction if the contents of the unit are sold for lack of payment. Look for climate-control features like air conditioning and humidity control. Documents can mildew when the humidity gets too high. You may want to look for a humidity-controlled unit that maintains a constant temperature between 50 and 80 degrees Fahrenheit. Think ahead before placing your documents into self storage.

Plan and Organize

Consider using airtight containers to prevent mildew, especially if you do not store your documents in a humidity controlled room.
To protect your documents in the event of a fire, you may want to use fireproof and waterproof boxes or cabinets that guard not only against fire, but also sprinklers and water hoses.
Label boxes clearly, possibly using a filing system. Organize logically so you or your employees can find items quickly and easily.
Store boxes off of the floor. Look for a facility that offers document shelving or provide your own shelves or filing cabinets.
Leave walkways between rows of items to help you retrieve information more quickly.
Leave space between the wall and boxes to improve ventilation.
Cover stored items with a cloth to protect them from dust accumulation.
Place least likely to be needed documents in the back of the storage unit on the bottom if this does not interfere with your filing system.
Provide instructions at your home office or business that explains where your self storage facility is located, how to access it and how documents are filed. Let someone know where to find these instructions.
When storing documents, it is always a good idea to keep backups in another location, particularly when it comes to extremely important information. You may want to scan those tax files or legal documents and save them to a backup hard drive that you keep at home or on a flash drive in a safe deposit box. Multiple backup copies would be optimal.
Consider using password protected locks on files containing sensitive material.
Despite your precautions, something could go wrong, so get insurance.

What is Document Storage?

Anyone who needs to store documents, whether a business or an individual, should take special care in where and how they save this data. Documents require special care when they are placed into storage. Fire safety is imperative, but special precautions should also be taken to avoid even small amounts of moisture as this also can destroy documents. A little humidity may be enough to cause documents to mildew when they are not stored properly. In addition, documents worthy of the expense involved in placing them into storage may be important enough to require strong security measures. Document storage may be arrange at different types of facilities. Archival companies will pick up documents, file them, store them and remove them upon request. Some will locate a document in storage and have it express mailed to you in a matter of hours. This type of document storage company may work great for large volumes of material, for highly sensitive material or for items that must be stored for extended periods of time. On the downside archival facilities can be expensive and can limit your ability to review your forms quickly. For many businesses, this type of facility is unnecessary. A self storage unit may be the answer for those who would like to remove document clutter from their workplace or home but who want greater personal control at a lower price. Self storage facilities allow you to remove documents from your business or home and store them at a secure location. Storage facilities come in many forms. Those planning to store documents should look for more than just a room that protects goods from wind and weather.

Look for a self storage unit with adequate security. Consider features like lighting, cameras, fencing, onsite management and security guards.
Find a facility that offers climate control features like temperature and humidity control. Find out if the unit has individual controls or if the entire facility is adjusted by management.
Consider pest control. Ask the facility how they deal with this potential problem and look around the facility to see if it is clear of weeds, foundational cracks and other signs of trouble.
Be sure you can access the unit whenever you might need to review your stored documents.
Look for self storage facilities that specialize in document storage.

Another storage option that allows even greater flexibility is mobile storage. Mobile storage facilities will deliver a storage container, which often looks like a large metal box similar to a train car or semi truck trailer. They are available in different sizes and may be stored at your business or in your driveway at home. For an additional fee, the storage company will move the unit to their facility to store it and move it back as needed. Mobile storage units are available from companies that offer varying features, so check around. Some units have one door, some more. Some provide special locking systems while others offer climate control features.