In most cases, running a business these days require a ton of paperwork. There’s invoices, bills, proposals, purchase order, time sheets, bill of materials, employee files, employee benefits – the list goes on and on.
Unless you recycle as much paper as you collect, these documents start to accumulate over the years. Some of the files will need to be stored close by, maybe in a file cabinet, or somewhere else where they are easy to retrieve. Many of your files require little access, but are too important to trash.
When you are moving a business, this is a great time to re-evaluate how you store your business documents, and what type of storage systems are available.
For long term storage, files are best archived in corrugated cardboard records storage boxes, (otherwise known as file boxes) which come in 2 standard sizes, 16” deep and 24” deep. Over time, these boxes will start to build up.
What the Best Way to Manage Record Storage Boxes?
There are a variety of records storage systems available to hold your records file boxes. The most economical system is industrial bolt-less shelving. The angle posts and rivet beams are generally gray colored, while the shelf consists of solid particle board decks, making a good “home” for the boxes. With many sizes to choose from, bolt-less shelving is commonly used in office and warehouse applications.
- Storage capacities range from 30 boxes to over 100 boxes per unit.
- Single box deep and/or single box high arrangements make access quick and easy.
- Double-deep box and/or double-high box configurations increase capacity, but also reduces accessibility.
For maximizing storage volume, warehouse racks are the best solution. Warehouse racks offer a wider range of sizes and capacities than bolt less shelving. With up to four-deep and four-high designs, rack storage can exceed 1,000 boxes per unit. These high density systems are typically used for industries that specialize in large storage applications, such as document storage companies, medical facilities, and other businesses that manage massive amounts of paperwork.
When moving a records storage system, the following criteria should be considered:
- Layout – evaluate the new space and consider placement of walls, doors, overhead clearance, and the flow of traffic.
- Capacity – think about your needs today, as well as what may be required in the future. Are you expanding, or downsizing?
- Storage type – the 2 kinds of storage systems above should cover almost everyone’s needs.
- Permits – these are generally needed for any storage over 8’-0” high. Contact your local City Building Department for codes and requirements.
Moving is usually a great time to improve your box storage, maximize your space, and to create a system that works for your needs. A good plan goes a long way.