Document Storage

People with lots of paper files and records in their possessions now have two options to choose from with regards to document storage. They can store the hard copies of their documents in document storage facilities if their office can no longer provide enough space for them or they can opt to use the modern solution which is to go digital.

The first option of keeping hard copies usually takes time, space and can be a burden in the long run but it can surely be done. It’s a reality that stored documents through the years can become yellowed, damaged and brittle unless you print them on acid-free paper and store them very well in a safe place. Also, they can be easily torn, misfiled or disposed of accidentally. The big problem especially for businesses and schools that keep many paper files also lies in the space they need to keep the documents. However, with today’s advanced technology, this predicament already has a solution courtesy of the document or self-storage facilities. Most of these facilities guarantee a secure document storage space as well as quick and easy access to and retrieval of your documents.

If you really think about it, keeping documents in storage facilities is actually cheaper than storing them in file cabinets. Self storage facilities, in particular, are very convenient because they provide a 24-hour security with only the renter having the sole authority to the key. These areas ideal for domestic and commercial use are also protected from fire and water leaks.

In London, you can find many storage facilities where you can store your documents or hard copy archived data safely. These facilities provide a wide range of services such as collection and delivery of documents, inventory listing, archive management, security sealing, confidential waste destruction including paper shredding.

The long-term stability of works on paper is usually influenced by the way it was manufactured and the materials used like the inks, paints and paper components. Preserving them can be done by providing a good environment, storage conditions and safe handling. Paper materials should be stored in dark, cool and dry locations with steady temperature and relative humidity. Keep in mind that high humidity results in the appearance of small brown spots in paper or mold growth.

Avoid light and heat when storing documents because most paper products can be damaged by ultraviolet and visible light. Ultraviolet radiation from the sun and fluorescent bulbs can be very damaging to paper including watercolors, manuscripts, newsprint and non-print media. Lessen, therefore, the length of exposure of documents to visible light and keep them also free from dust and dirt.

In storing your documents, it’s advisable that you keep them flat instead of folding them which can result in creases and tears. Keep your documents in acid-free alkaline folders, polyester film folders or alkaline mats to neutralize acidity. The folder’s stiffness should give the needed support to the material. As much as possible don’t use acidic storage materials and avoid the very acidic ones such as newspaper clippings or telegrams to prevent the migration of acid.

Of course, proper handling of paper is also a must. Clean and dry your hands before holding paper to avoid stains. Keep foods away from storage areas and use pencils when working with your stored documents.