5 questions to ask before choosing a document storage company

Document storage - Scan Film or StoreChoosing a document storage company isn’t a particularly glamorous process. Not like picking out your next sports car or deciding on where to go on a family holiday. But it does require a degree of thought because, let’s face it, boring as it may be to some (not us, obviously) it’s an important decision to get right.

That’s why we thought we’d put together a list of questions you need to be asking any potential document storage provider before you sign on the dotted line. The last thing you want is to finally sort out the clutter in the office only to find you’ve got yourself into a situation where you could have a data breach or can’t get hold of vital documents for weeks at a time.

1) What’s your security like?

This is clearly a pretty fundamental question. After all, the reason you want to store your documents is surely because you want to keep them safe. This is especially true of confidential information, whether that be customer data (you don’t want to annoy the GDPR police!) or top secret company plans that your competitors would be gleefully happy to get their hands on.

At Scan Film or Store our facilities are monitored and alarmed 24/7 so you can be sure that even James Bond himself would have a hard time gaining access to our clients’ documents.

2) Is your storage facility climate controlled?

The thing about paper is that it’s not exactly the most sturdy stuff. Not only can it go up in flames pretty darn quickly, it also has a natural aversion to water. Even air that’s too damp is likely to cause a problem with mould. Then there’s light, which can fade ink, and rodents of all kinds, from rats to wasps. Your documents need to be protected from all of these.

Our purpose built storage unit at Scan Film or Store HQ is specially designed to create the best environment for housing large volumes of paper as well as microfilm, microfiche and so on.

3) How quickly can I get hold of one of my documents?

One of the benefits of having your paperwork in an archive room down the corridor from your office is that it’s relatively easy to get hold of a file at any given point (even if it does set off your dust allergies). If you use an off site storage facility, will you have to wait days to get important documents sent across in the post?

With our barcoding system, finding your files is a piece of cake and we can either scan them and email them across within a couple of hours, or get hard copies couriered over.

4) Is your team security checked?

It’s no use protecting your documents from spies and wannabe thieves if the storage company staff are going to interfere with them directly. It’s vital that the entire storage process is secure from start to finish, from the moment the files leave your office until they’re either returned or securely destroyed.

The Scan Film or Store team have all gone through DBS checking, plus we’ve been security vetted to BS7858 and signed the Official Secrets Act! It doesn’t get more secure than that.

5) Will you come and collect my documents?

This isn’t strictly essential, assuming you have the time, inclination and resources to pack up all your documents and trundle them over to your chosen storage company. But really, why would you bother if you can find a company that will do it all for you? After all, if you’re paying money for storage then you might as well enjoy the process.

We’re old pros when it comes to packing and moving, so let us come over to you and get everything boxed up – we’ll even bring the boxes and tidy up after ourselves. 

If you’re looking for a trusted and reliable document storage company, why not give us a call? We offer a free consultation and quotation service so give us a ring today to see how we can help.

Why autumn is the best time to declutter your office

Why autumn is the best time to declutter your office - blog post by Scan Film or StoreSpring cleaning – it’s so last year. These days everyone is timing their annual declutter around the start of autumn, which is on Sunday, in case you were wondering. After a hedonistic summer of barbecues, day drinking (just us??) and getting sunburned because honestly you just did NOT expect it to be so hot, it’s time to get back to reality. And nothing helps focus the mind like a good old spring… sorry, autumn clear out.

There are plenty of reasons why we prefer to schedule our decluttering as the weather gets colder. In fact, the weather is part of it. After all, the fact that it’s getting cooler means you’re less likely to get all hot and bothered while lugging boxes around. Also, we’re going into the season where we will be spending more time indoors and that means you want to get rid of all that annoying clutter that will make you feel stir crazy if you don’t.

Autumn decluttering isn’t just for your house. Given that you probably actually spend more time in the office in the average week than you do at home, it’s worth starting there. And there is plenty of evidence that your working environment can hugely affect your productivity. So if you need a way to convince your boss that spending a couple of days ignoring clients and focusing on clearing out the store cupboard is a genuinely good idea, just show them that article. Or if you are the boss, now you have a legitimate reason for getting your team to tidy up.

Of course, as every seasoned declutterer (it definitely is a word, no matter what autocorrect thinks) knows, it’s important to have a plan. So here are some tips from us because, if we do say so ourselves, getting organised is something we’re really very good at.

How to declutter like a pro

Good decluttering is one of those things that actually makes your environment look more chaotic to start with. That’s because the best thing to do is to unpack everything so you can see what you have. You’ll be surprised how much you can shove into a filing cabinet when you try and don’t get us started on archive rooms. Don’t worry, it does get better though.

Once you’ve sussed out how much is there, you need to make a plan of action to sift through it and get it organised. So for example, you might want to begin by throwing away / shredding / incinerating anything that you no longer need. Remember that if this detritus includes confidential waste, you’ll need to destroy it properly. You don’t want internal memos appearing in the local press now do you? And before you ask, no, standard office shredders aren’t particularly effective. Especially if you’re destroying micro format items like microfiche or microfilm.

Next step is to group what remains in a sensible sort of a way. It’s no good having your stock or invoices or packs of post-it notes divided across an arbitrary number of cupboards or shelves or filing cabinets scattered around the office. There needs to be method in the madness.

Storage – a thing of beauty

Once you know what needs to be stored and in what sort of order, it’s time to figure out WHERE. So here you have a few choices. You can dedicate one room or part of a room to storage. You can install shelving, invest in decent archive boxes, create a colour coded labelling system.

Just remember that certain things, such as paper, are quite fussy about their environmental conditions. Much like toddlers, they don’t like to be damp, they don’t like sunshine, they don’t like to be gnawed by rodents.

Of course, you could also get someone else to take care of all that for you. Offsite document storage is honestly the best and we’re really not just saying it because it’s our business. Here are a few reasons we think you’ll agree are pretty convincing:

  • It saves you so much space – space you can do all manner of cool stuff with.
  • You’ll always know where your documents are – we barcode the boxes in our custom built storage warehouse so we can lay our hands on any of them within minutes.
  • Your documents will be safe – from the elements, from fire, from thieves, all thanks to the climate control and security measures we have in place.
  • It will be so much easier to get hold of documents – like we said, we can get hold of any of the documents we store within a few short moments and we can also courier them over to you or scan and email copies.
  • You’ll save loads of time – just think of those wasted hours spent getting dusty in archive rooms or cursing the collapsing hanging files in that rickety filing cabinet.

Doing an effective autumn clear out takes a little thought and planning and a bit of hard work, but it’s so worth it. Just think how good you’ll feel once it’s done. And if you need some help or encouragement, give us a call.