Your Complete Checklist Before Sending Documents to Offsite Storage
If your workspace has recently become overly cluttered with files and valuable paperwork, it might be time to consider offsite storage. Not only does opting to move documents offsite help you refine your workspace and keep it organised, but it also helps to keep your important and valuable files away from unscrupulous eyes. In addition, with UK GDPR rules requiring compliant storage and handling of personal data, it often pays to outsource your business storage to ensure you comply with the law.
In this edition of our blog, we provide guidance on what to do before you send your documents to a secure, offsite storage facility like ours. We’ve also compiled a handy guide about the benefits of remote document storage – taking your files offsite may be the best option for maximum compliance and safety.
1. Prioritise which files and documents require storing
There’s a good chance that the majority of your paperwork and files will not require movement to an offsite storage facility. It is worth conducting a thorough assessment of what needs to stay onsite for the business to function, and look at what may need to go offsite so it can remain accessible but out of the way. Some items require long-term storage for legal reasons, but will not be needed day-to-day.
Differentiate between necessity, compliance and waste. It’s possible that some documents will no longer be required at all, and will instead need secure shredding and disposal.
2. Prepare the items going to offsite storage
Once you have decided what is going into offsite storage, it is recommended to prepare and package everything, catalogued by department and/or requirement. This will enable certain departments to retrieve the correct documents much more easily, without needing to search through items irrelevant to them.
To save on space and cost, look at maximising the number of folders and files that go into your storage boxes. Have each department clearly label their boxes and then when it comes to getting them back, everyone knows what goes where.
3. Label with retention periods
With items properly organised and prepared, you can then ensure that each box states the retention period of the enclosed items. This way, should the documents need to be stored for a particular period of time, you’ll remain compliant. If they surpass that date, you can then opt to destroy them if they are no longer required. This allows for a smoother rotation of data and means that no space is wasted with unneeded items.
4. Consider security
Whilst the offsite facility will offer robust security for your files and documents, you should also consider introducing an additional layer of security yourself. As some of these items in storage may need retrieving in future, they should be protected against damage, loss and theft.
Consider how you pack and seal the boxes the documents are stored in. Also, think about how best to prevent unauthorised access, either at the storage facility or in the workplace whilst they are being transported, and look at how you record the items leaving your workplace.
Stockroom London actively checks in and checks out all of your items so you know exactly what we are holding in our inventory at any time. With CCTV monitoring and secure facilities too, you can rest assured that once the documents are with us, they are fully safe and secure.
5. Consider when you need the items again
Keeping your items offsite may mean that they are out of sight and out of mind, but there will likely come a time when you need them again. This might be simply for their disposal, or it could be for reinstated use in the workplace. Factor this into your document storage before you take the items to a facility. Store them in priority order and check whether your chosen storage facility has a tracking system or online portal as part of its offering. Then, when it comes to needing the items again, a quick and easy retrieval is possible.
Storing documents offsite gives you enhanced security and full peace of mind that physical files are safe from data theft. Our secure and versatile business storage allows you to keep all your important information safe, and ready for retrieval as soon as required.
At Stockroom London, we offer a free collection of all your items and provide archive storage boxes to contain your items safely. Why not contact our team today and enhance your workplace storage?
