Self storage can be an important asset in protecting and preserving private information, but only if certain steps are taken. When planning to archive business or personal documents in a self-storage unit, be sure to consider these tips from Top Lock:
Tip #1: Make sure the security features available at the self-storage facility are optimal:
- Convenient operating hours when you or your employees can access the information
- Keypad entry systems, security cameras, perimeter fencing and lighting should be in good condition
- Facility manager lives on site or is on duty at the facility during hours you will be visiting your unit
- Although not usually considered a security feature, climate control is essential for protecting documents against extreme temperatures and humidity. Check to see if climate control or air conditioning is available at your facility
Tip #2: Pack documents with security and safety in mind
- Make multiple backups of all stored documents and keep them in a separate location
- Consider using locked containers such as file cabinets or firesafes
- Store all documentation on password-protected CD or DVD
- Fill boxes, even if just with packing material – loosely packed materials can shift during transport and lifting
- Packed boxes should weigh no more than 30-50 lbs. for safe lifting
Tip #3: Preserve paper, videos, DVDs and CDs with proper packing
- Raise boxes off the ground with pallets, wood, plastic or cardboard
- Use airtight packaging to prevent mildew or water damage
- Consider anti-static packaging for videotapes, DVDs and CDs
- Do not use newspaper, as the print can transfer
- Stack boxes with oldest information at the bottom in the back
- Pack for longer than you plan to store – just in case
- When packing files, place binders in between groupings to lend sturdiness
- Label boxes clearly and carefully with waterproof labels / markers
Your storage facility manager is an excellent resource for additional tips and assistance in protecting your important documents.