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Do’s and Don’ts for Storing Short Term Documents

Even 10 boxes can seem like a lot to have in your office. These quick tips will ensure you’re storing your files properly.

Do’s and Don’ts for Storing Short Term Documents

Even if you’re one of our document storage customers , chances are your organization has a number of “short-term documents” that are stored in boxes or in an on-site storeroom. If so, then it’s absolutely essential to adhere to a strict set of standards in order to access these files when you need them.

Here’s some Do’s and Don’ts for short-term filling to protect your information:

Do…

• Label only one side of each carton (front)

• Leave at least 2 inches of space inside each carton when packing

• Use new cartons manufactured specifically for file storage

• Turn all files in the carton toward the front for easy access

• Place a unique number on each carton (front only)

• Label tabs on each file

• Assign a destruction date



Don’t…

• Overfill cartons

• Mix different types of records in the same carton

• Put files in upside down

• Reuse copy paper or grocery store cartons

• Use rubber bands around files

• Use hanging file folders inside cartons



By abiding by these steps, you be able to find files in a breeze. If during this process, you discover files that can be destroyed, our certified document destruction services can help. Also, for immediate digital access to your files, check out our document scanning and imaging services .



by Kathryn Turner

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