While many of us keep our documents digitally, there are still some documents that we should keep hard copies of.

• Birth Certificates
• Marriage Certificates
• Passports, Citizenship or Visas
• Wills, Living Wills and Power of Attorney
• House Deeds and Mortgage
• Academic Records, Certificates and Qualifications
• Some Medical Records
• Business Financials
• Employee and Payroll Records

These are just a few items that you may consider, and while it is also recommended that a digital back-up be taken, having the original can often save headaches down the track. This means ensuring that the documents are stored correctly.

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1. Storage Conditions

Paperwork will deteriorate over time, so having it stored in the proper environment can help protect it.

• Avoid extremes of temperature and humidity
• Keep the paperwork away from light
• Ensure the area is clean and dry

Mice and insects love nothing better than a good chew on paperwork, so choose an environment that is monitored and has a regular preventative pest control scheme.

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2. Collating Documents

Documents and paperwork stored in their own boxes will help ensure that they remain in good condition and are not crushed and crumpled by other items.

Acid free folders and files are preferable as this will help stop the yellowing of documents with age. Avoid plastic sleeves unless they are required to keep an aged document together.

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3. Archive Boxes

Storage of Documents in Archive Boxes  is a good way to keep information together in an easily accessible place.  Clean, dry boxes of even size, such as archive boxes will stack better, are easier to handle, and protect the documents inside.

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Most archive boxes are designed to carry 15 to 20 kilograms of paper.

Paper is surprisingly heavy, so care needs to be taken not to overload the boxes least the bottom falls out when you next pick it up. Bulging box lids also make it harder to stack boxes.  

Likewise, under-packed boxes may collapse overtime if other boxes are stored on top of them.

When purchasing boxes, double core Archive Boxes with hinged lids are stronger and are easier to handle than the cheaper boxes and the small expense is worth it in the long run to keep documents safe.

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Limit archive box stacks to 3 or 4 boxes high. This will prevent the bottom boxes being crushed overtime and damaging your files.

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4. Make A Checklist

Now that your documents are stored safely, don’t forget to ensure that you can easily find them again!

Mark any Archive Boxes, or files with their contents and have a checklist of what items are stored in which location. Keep your checklist where it is easily accessed.

Eagle Eye Self Storage  has both Self Storage Units, as well as a specialised Document Storage  Facility and the team are available to answer your questions and assist in ensuring there is a solution right for you.