Businesses generate several records, from quarterly reports to documents containing sensitive information about employees. Because these items can accumulate quickly, keeping them on-site can lead to clutter. By renting a storage unit with top-notch security features, you free up space in the workplace. If you’re considering this convenient option, here’s how to efficiently use it.

How to Store Business Records

1. Organize Into Folders

You typically don’t need to keep all the documents related to your business. Go through various bins and folders and separate the records based on three categories: keep, recycle and shred. Once you determine the documents going into storage, organize them properly to ensure easy access in the future.

Select a few main folders and separate them by category and date. Arrange them in separate boxes and carefully label each container to ensure instant identification. With this approach, it won’t take long to find the paperwork when you need to complete an audit or perform a review.

2. Designate Employee Access

Due to the sensitive information contained in various business documents, not all staff members should have access to the storage unit. However, certain employees will need entry depending on the hierarchy of their position.

After establishing who has access, clear the individuals with the facility and provide a unique code, allowing them to enter through the gate. Avoid sharing this information through text or email, as it could accidentally get forwarded to another employee and jeopardize the unit’s security.

3. Create a Sign-In Sheet

When more than one person is accessing the folders, it can be challenging to track every document. To solve this issue, hang a sign-in sheet inside the door and have employees fill it out each time they visit. If a record seems to be missing, this log helps you determine who handled the paperwork last.

If you’re looking for a space to keep business records so you can reduce clutter, turn to Ship Creek Storage in Anchorage, AK. This locally owned and operated company offers a wide selection of storage units, ranging from 280 to 2,250 cubic feet. They also feature a high-tech security system, so you can rest assured your documents are safe. Call (907) 276-4107 to discuss your needs with a friendly professional, or visit their website for additional information on their available units.