Records and File Storage
Your business is quickly filling up with tax files, employee records, previous client work, archived information and more. Pretty soon all that paperwork is going to take over – if it hasn’t already. Here’s the thing: A cluttered, unorganized office does more than just hit the bottom line. It impacts your people and your potential clients, and makes your workplace a tough place to be.
Digitizing it could help, but that will take a long time to get it all in the cloud. Plus, it’s important to keep backups to your backups – not just for tax purposes, but in case anything were to happen in the digital space. So what’s the solution? Move It!
Climate Controlled Storage Units are the Answer
- You won’t have to move to a bigger office just to fit the files, and you’ll save money in the process.
- With many Move It locations, you can use our full business center that is fax and photocopy friendly to do business right on site.
- You’ll get extended entry to your unit including 24-hour access at numerous locations, and you can even buy file boxes at our front office.
- You can also rent trucks and dollies right at the facility.
- Several locations offer lighted and powered for added convenience.
- Our extensive security measures like gated access, alarmed units, video surveillance and on-site managers keep your sensitive documents safe.
Sounds like a good deal. Now all you have to do is figure out how to get your records here – and we can help with that, too. We’ve put a step-by-step plan in place starting with getting organized in the office, packing, and setting up in your new storage unit.
Records and File Moving Guide
- Cardboard file boxes with locking lids
- Metal shelving installed in unit
- Box Labels and markers/pens
- File folders with tabs
- Moving truck
- Bandages for all the paper cuts
- Clipboard with sign in/sign out sheets
Part 1 – In-Office Organizing
- This is the toughest part of the whole process. You’ll need to go through all of your files and design an improved filing process.
- Start by creating overall groups like taxes, employee records, and client information.
- Break each down further by year and file them in individual folders, labeling everything.
- If needed, organize it further by job type, contract expiration, and so on.
- For each group, create an “archive” section that you can file things like old employee information, clients that are no longer current, and tax records older than 7 years.
- If you haven’t already, now is the time to rent your unit. Use our Unit Size Guide to help you determine the appropriate size of unit you’ll need.
- Rent a moving truck from the facility your unit is rented with. Most of our facilities provide this service, so check to see if your facility has the option.
- Rent a dolly or cart online at the same location. Most of our facilities provide this service, so check to see if your facility has the option.
Part 2 – Packing for the Move
- Start moving each group, by the system you created, into filing boxes. Label them immediately and stack them in their assigned groups.
- Secure each lid on the locking boxes.
- Remember not to make the boxes too heavy, as several people with different lifting capacities will not only help you move them, but need to access them as well.
- Load up the truck (with the dolly or cart) with the heaviest items on the bottom, ensuring that the lids are still locked in place.
- Don’t forget to grab the clipboard with the printed sign in/sign out sheets, as well as an extra sheet of blank paper and a pen to attach to the clipboard.
- After your last load, don’t forget to put the cart in the truck to take with you.
Part 3 – Setting it up in Storage
- Load up the cart, maintaining the groups that you created.
- Store relative to your need to access the groups. Most commonly used files go near the front of the unit and less important ones in the back.
- As you finish storing each group, label the area of the shelving unit.
- Create a map of your unit and label each group on the map relative to its location inside of the unit. Keep that on the clipboard and update as necessary.
- Place the clipboard at the front of the unit so if someone needs to “check out” an item, the clipboard sign in sheet will stay updated.
- Head back to the office and revel in the clutter-free space you now have!