How to Store Office Files and Paperwork (Non-sensitive)

What’s the best way to store office files and paperwork?

Sort documents first, then pack them in sturdy, clearly labeled containers and keep them elevated in a clean, dry storage space. For long-term storage, climate control can provide added protection from humidity and temperature changes.

If your paperwork isn’t sensitive or irreplaceable, a storage unit can help free up valuable office space while keeping files organized and accessible.

Key Takeaways

• Sort and recycle or shred paperwork you no longer need.
• Use sturdy plastic bins or banker’s boxes for easy stacking and lifting.
• Label boxes clearly on multiple sides.
• Keep paper storage off the floor and away from moisture.
• Consider climate-controlled storage for long-term storage.
• Scan frequently needed documents for convenient digital access.

Sort Before You Store

Start by separating paperwork you need to keep from documents that can be recycled or shredded. Group remaining files by category, such as:

• Invoices and receipts
• Marketing materials
• Training manuals
• Catalogs
• Reference documents

Sorting first helps reduce the amount of storage space you need.

Choose the Right Containers

For long-term storage, sturdy plastic file bins with secure lids can provide more protection from dust and moisture than basic cardboard boxes. Banker’s boxes are another convenient option for binders, manuals, and other lightweight paperwork.

Label Everything

Use specific labels such as “Marketing Materials” or “Training Manuals” instead of vague labels like “Misc.”

Label multiple sides of each container so you can identify contents without moving other boxes. Color-coding by category can also make retrieval easier.

Keep Paper Off the Floor

Paper can be damaged by moisture, so avoid placing boxes directly on the floor. Use shelving, pallets, or elevated storage to keep containers off the ground.

When stacking boxes:

• Put heavier boxes on the bottom.
• Place lighter boxes on top.
• Leave a walkway if you’ll need regular access.
• Keep frequently needed files near the front.

Consider Climate-Controlled Storage

Paper can react to changes in temperature and humidity. Climate-controlled storage can provide a more stable environment for paperwork stored over long periods, helping reduce the risk of moisture-related damage, warping, or mildew.

Keep Digital Backups

For documents you may need while away from your storage unit, consider scanning them and saving digital copies. Your storage unit can serve as the physical archive while digital files provide convenient access.

Keep Your Office Clutter-Free

Storing non-sensitive paperwork offsite can free up office space without requiring you to get rid of useful reference materials. With a simple filing system, durable containers, and clear labels, your documents can remain organized and easy to find.

FAQs

Can I store office paperwork in a storage unit?
Yes. Non-sensitive paperwork can be stored in a storage unit when packed in appropriate containers and protected from moisture.

Should paper files be stored in plastic bins or cardboard boxes?
For long-term storage, plastic file bins offer added durability and protection. Cardboard boxes can work well for shorter-term storage.

Should I use climate-controlled storage for paper files?
It’s worth considering for paperwork that will be stored long term, particularly in areas with significant temperature or humidity changes.

How should I organize boxes of paperwork?
Group documents by category, label each container clearly, and create an aisle if you’ll need regular access.

Can I store sensitive documents in a storage unit?
Storage requirements vary, and some sensitive or confidential documents may not be appropriate for self-storage. Check your facility’s rules and applicable record-retention requirements before storing them.