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Document Storage Tips

Even today, in the era of advanced digital technology, many companies prefer to store documentation in paper form. Therefore, there are still lots of offices with scores of file drawers filled with paper archives.

Mostly, individuals and companies prefer not to digitize documents, which they do not refer to regularly at the moment. However, they will need them one day, so it is advisable to find a reliable storage unit.

Why store hard copies?

Notwithstanding today’s big technological advances, paper remains the most reliable data storage medium. Although a hard disk can house tons of information, systems do crash and get hacked sometimes, and there is a high risk of losing an entire archive overnight.

Second, total digitization can be expensive, because it requires a lot of technical maintenance. There are companies and organizations, which consider it mandatory to store documents in the hard form. The following types of papers (to name a few) must be stored permanently and/or temporarily:

  1. Health records (permanently)
  2. Tax returns (permanently)
  3. Bonds and shares (permanently)
  4. Birth certificates (permanently)
  5. Death certificates (permanently)
  6. Wills and powers of attorney (permanently)
  7. Utility bills (stored for 1 year)
  8. Business bills (stored for 7 years)
  9. Tax-deductible expense receipts (stored for 7 years)
  10. Mortgage statement (stored for 1 year)
  11. Bank/credit card statements (stored for 1 year)

Using self-storage units

These and many other paper types can be stored in self-storage units. Paper tends to deteriorate over time. This raises the necessity of choosing an appropriate type of storage. In order for papers to remain intact for years or even decades, you should follow some tips.

24/7 Access. When choosing a storage unit, please, check its access policies. It will hardly be a good thing if you realize that you cannot access your documents whenever you need. Make sure that this is a trustworthy organization, and access will be provided upon your very first request.

Climate-controlled storage unit. Papers require reliable protection against rain, fire and wind. It is highly advisable that a self-storage unit feature an effective climate control system and maintain a due humidity level. Paper is extremely sensitive to moist and humidity, so even a seemingly minor imbalance may turn out to be fatal for your documents. This is a point to remember for those who would like to store documents in their own basements. It is quite possible, but only if yours is equipped with such a system.

Secure self storage. When choosing a self-storage unit, please, ensure that it is well-lit, has video surveillance, and is guarded properly.

Pest control. Stacks of paper attract pests. Without due management and pest control, your papers may become unfit for use pretty soon. Please, choose a storage facility, where staff uses effective pest control methods. Pay attention to the building’s exterior: there should be no holes or cracks.

James Snow Self-Storage has state-of-the-art climate-controlled storage facilities available to protect your business documents from harsh temperature changes that can cause potential damage. Contact us today by phone 1-877-875-3838 or by e-mail This email address is being protected from spambots. You need JavaScript enabled to view it. for pricing information and our self storage options.

Milton Location

James Snow Storage

8755 Holgate Crescent

Milton, ON

905-875-3737

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Acton Location

James Snow Storage

40 Commerce Crt 

Acton, ON

905-875-3737

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Richmond Hill

James Snow Storage

360 Newkirk Rd,

Richmond Hill,  ON

289-870-5555

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Coldwater Location

James Snow Storage

3015 Southorn Road

Coldwater, ON

705-835-6387

Email: coldwater@jamessnowstorage.com