7 Things to Look for in an Archive Storage Facility

Whether you’re a homeowner looking for a place to keep your paperwork or a business in Warwick looking for secure off-site storage, it’s important to find the right archive storage facility. When you’re doing your research on local document storage companies in Warwickshire, there are seven things you need to look out for.

24-hour self-access

Many storage facilities have limited hours of access. However, there are times when you’ll need immediate access to your files or archives. The best document storage centres have 24-hour self-access, which means you’ll get your own keys and access codes to enter the facility whenever needed.

Large and small containers

You don’t want to pay for storage space you don’t need. Likewise, you don’t want your container bursting at the seams because it isn’t big enough. Look for a storage facility that has different sized storage containers.

Businesses will need larger units and space for hundreds of bankers’ boxes. Homeowners will usually only need small containers for their paperwork and administration needs.

Lighting

It’s surprising how many people don’t think about lighting when it comes to a storage facility. But you don’t want to be squinting to find documents or need a torch every time you look for files. Good lighting is important to make sure your storage container is comfortable and functional.

CCTV monitoring

Any quality storage facility should have a high-quality CCTV monitoring system that is in operation 24 hours a day, 365 days a year. If you’re unsure, ask the facility about their CCTV and make sure they are providing a quality security service.

Dehumidified containers

It’s essential to have dehumidified storage units for documents to stop them from going mouldy or getting damp. Dehumidifiers remove moisture from the air in the containers and keep the files in pristine condition.

Secure location

Always check out the location of the file storage facility. You want somewhere remote and secure but convenient enough to travel to in a pinch. At Ark Storage, our facility is set on acres of privately owned farmland but is still only 10 minutes away from Stratford-upon-Avon. This gives a secure, remote facility that is not vulnerable to break-ins while giving you convenient access to your files. 

Pricing

When it comes to comparing the price of storage facilities, you need to weigh the monthly price against the services you’re receiving. If a storage container is priced too good to be true, it probably is. Make sure you choose an affordable location that has good security, self-access, and a quality CCTV monitoring system included.

Looking for secure archive storage in Warwick?

At Ark Storage, we provide secure, affordable self-accessed storage containers for businesses and homeowners in Warwick and the surrounding areas. All of our document storage units are dehumidified and have 24-hour CCTV monitoring. If you’d like to enquire about hiring out storage space, call our team to get a free quote:  01789 740 688

How Long Should You Keep Documents and Paperwork?

Keeping on top of household paperwork and life administration seems like a dull chore, but setting up an efficient system saves time and hassle in the long run. If your home is slowly becoming overrun by paperwork, this post will show you what you need to keep, what you can get rid of, and how you can store your documents more effectively in Warwick.

Documents to keep forever

There are certain documents you need to keep forever. All of these documents should be kept in a secure file or box so you know exactly where they are.

• Marriage, birth, and death certificates.
• Wills
• House deeds
• Adoption records

All of these are important documents that are difficult to replace. We suggest storing these in a secure box at our storage facility to keep them safe. In the unfortunate event you have a fire or flood in your home, the last thing you want to worry about are documents getting destroyed.

Other important files you should keep forever include:

• Life insurance records – this should include a record of beneficiaries and policy details.
• Your car’s V5C logbook – this needs to be passed on to a new owner if you decide to sell.
• Pension records – you could end up missing out on certain benefits if you don’t have a full record. This will need to be updated if your marital status changes.
• Medical records – this includes your NHS number, medical exemption documentation, childrens’ health records, vaccination records, and any important hospital documentation.
• Pet vaccination record – this will be regularly updated every time your pet gets a new vaccine.

Documents to keep for their lifetime

There are also important documents that you should keep safe until they expire or need to be renewed.

• Passports or travel documents
• Driving licence (paper-only licences issues before 1998 are still valid)
• Vehicle documentation – this includes an MOT and service history, insurance information, and road tax information.
• Rental agreement – this will be essential if you have a dispute with your landlord.
• Warranties – if anything breaks down, you’ll need proof of the warranty taken out.
• Utilities and policies – this will need to be updated often but it’s important to have a record while they are in date.

Documents to keep for two years

The only documents you need to keep for two years are tax records if you’re an employee. This includes your P60, coding notices from HMRC, and proof of interest paid on bank accounts.

If you’re self-employed, you need to keep a record of your tax documents for five years.

Documents to keep for one year

Some documents can be kept for one year and then shredded, these include:

• Monthly or weekly payslips
• Utility bills
• TV licence

You may need a record of these if you decide to buy a home, take out a loan, or need proof of address, so keep them safe for one year before shredding.

Where to store your documents in Warwick

At Ark Storage, we provide safe, affordable document storage for homeowners in Warwick and the surrounding areas. We are conveniently located and all of our containers are self-accessible, so you have access to your documents whenever you need them.

Declutter your home and take advantage of our document storage today:  01789 740 688

6 Reasons Why You Should Use Off-Site Document Storage

No matter what sort of business you run in Warwick, your paper documents are essential to the running of your company. Important documents need to be stored for at least five years for tax purposes, but they are bulky and take up valuable space within the office. Off-site document storage can be an ideal solution for managing corporate documents and records. In this post, we’ll share six reasons why you should consider off-site file storage for your business.

Make Space

Filing cabinets and boxes of files take up significant space. If your company is large or you’ve been in business for several years, there are probably entire rooms in your building dedicated to file storage.

When you use off-site document storage, you can claim back valuable space in your office. This could be dedicated to more desks for additional team members, storage of products, or even a much-needed staff room.

Better privacy and data protection

Corporate file management requires a quality security system with locks, surveillance, and limited access. All of this can be difficult to set up efficiently in an office, meaning it’s difficult to keep track of who has access to files in a storage area.

When you use off-site storage, you’ll automatically get 24-hour CCTV surveillance, unique keys and access codes, and a quality security system to keep your files safe and private.

Avoid damage

Should the worst happen and a fire or flood damage your office, your files would be ruined. This not only means you lose years of documents but it makes it extremely hard for your business to operate moving forward.

Off-site file storage protects your files and in the event of a disaster, you have back-ups of important documents safely secured.

Improve Cost Efficiency

It’s actually more cost-effective to store files off-site. On-site office space is a premium, and you should be using every square inch effectively to maximise business and returns. Off-site storage is affordable and a dedicated expense you can claim back on the business, making it a smart investment.

More efficient

Files stored within an office often get disorganised and become difficult to search through, especially if space is limited and it’s difficult to organise an effective system.

With dedicated archive storage, it’s easy to organise your files into labelled boxes in a dedicated filing system. If you need a specific document, it’s easy and fast to locate and retrieve it.

Ensure compliance

You are required to keep all important documents related to your business for a minimum of five years for tax purposes in the UK. If your business was audited, you’d need to provide all documentation to the auditors for review.

Having everything filed in an off-site facility means an audit will go smoothly and won’t disrupt your team working in the office.

Talk to our team about commercial file storage in Warwick

At Ark Storage in Warwick, we provide secure, self-accessed storage containers for a range of businesses. Our large containers fit up to 840 bankers boxes, giving you plenty of space to store employee records, tax documents, invoices, and more.

If you’d like to talk to a member of our team about your file storage needs, call us today:  01789 740 688