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If you’re not sure how long you should be keeping your business’s archiving documents, you’re not alone. There are a lot of companies and business owners who are still trying to figure out the best way to store their important documents.
The answer is not as simple as buying a bunch of storage boxes and boxes of manila folders. In fact, there are companies who will tell you that you should be doing something entirely different than what your business really requires.
For many businesses, offsite storage is the best solution. If you’re not sure how long you should be keeping your business’s documents, you’re not alone. There are a lot of companies and business owners who are still trying to figure out the best way to store their important documents.
The truth is that the answer is not as simple as buying a bunch of storage boxes and boxes of manila folders. In fact, there are companies who will tell you that you should be doing something entirely different than what your business really requires. For many businesses, offsite storage is the best solution.
When it comes to managing information, it’s important to know how much time is needed to retain certain types of documents and records. For example, tax returns are legally required to be kept for six years. However, there are exceptions to this rule, including wills, birth and marriage certificates and some medical records which must be held onto for life.
The UK government requires businesses to hold onto certain documents for up to six full financial years. This includes things such as:
• Property deeds
• Business plans
• Employee contracts
• Bank statements
• Sales records
If you have the luxury of space in your offices, you could store your archiving documents safely onsite. However, as living costs rise, many businesses don’t have the luxury of extra space in their offices and are not in a position to move to a larger location just to house their documents.
Alongside a lack of space, you have to consider the safety aspects of storing such a large amount of paper onsite.
Paper is flammable and cannot, therefore, be left in any room where you house your electrics or fuse boxes. You also have to consider the damage to your paper if it is left for a prolonged period in sunlight.
You may just need a particular document only when you find it; you realise it has been bleached by the sun and is no longer legible!
That is where offsite archiving storage facilities come into play. Having an offsite secure storage facility could give you the room you need in your office to support your growing workforce – not to mention it will improve your health and safety rating once you have removed all the flammable paper from your site.
Storage units are incredibly safe and secure, making them perfect for confidential documents and paperwork that are sensitive in nature.
At Jennings Storage, not only do we store your archiving documents, but when the time comes, and with your say so, we will confidentially destroy the paperwork of your choosing in an environmentally friendly way, and you will get a certificate of destruction to confirm what we have destroyed.
Just in case you weren’t already sold on the idea of offsite storage for your archiving documents, take a look at our top five benefits of hiring an offsite storage facility:
Possibly one of the most important benefits of hiring an offsite storage container is the ability to create more space in your office once you have removed all the paperwork. With space becoming a commodity in many offices, being able to take back some space to support your staff team can only be a positive thing.
A great benefit of an offsite storage facility is having 24/7 access. At Jennings Storage, when you rent a storage facility with us, you will receive a key and entry fob access to the site so you can access your unit whenever you need.
If you are planning to move your paperwork to an offsite facility, now may be the time to sort through and make a system for your paperwork.
Choosing vertical racking for your facility will make the most of the space you have available and will give you a chance to sort your paperwork into alphabetical order so it’s ready for your new facility.
Your archiving documents will generally be sensitive in nature and will require a secure space where they can be protected. Storage units are perfect for archiving documents, thanks to their strong material and heavy-duty locking.
If your archiving documents are organised into a logical system that works for your company, you will no longer have to spend hours searching for that one document in a pile of thousands. Simply visit your unit and find the file you are looking for, just waiting for you where you left it.
Frequently Asked Questions | Storage Unit | Jennings Storage
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When it comes to storing important documents, volumes of paper files and important documents can be a problem. It can be challenging to keep track of them, find them when you need them, and make sure they are protected.
For example, if your business is sued, you must produce certain documents in court. If you have no way of finding the documents you need, you will be in a difficult position.
Suppose you do not want to clutter your office with tons of paperwork. In that case, you should consider hiring a storage unit that offers you the possibility of storing your documents in a safe place with 24/7 accessibility.
Jennings Storage is a company which gives you long-term storage of documents. We have vast experience in storage facilities and have supported hundreds of clients to store their archiving documents and effectively maximise their office space.
Get in touch with our friendly team today to learn more about how we can help you.
From 1 week to long-term leases, you can rent cheap, secure storage on terms to suit you, confident you’ll never be tied into a long lease
You never know when you might want access to your belongings, which is why, come rain or shine, you’ll always have 24/7 access
For your peace of mind, as well as an 8ft perimeter fence, 24hr CCTV with emergency response, our electronic gates come with biometric fingerprint access
We believe in being transparent with our pricing, so you will never be surprised by hidden costs, additional extras or unexpected price rises
Never pay for space you don’t need, upsize or downsize your self storage container at any time, at no additional cost
Just 10 minutes from the M40 and 15 from Oxford and Thame, you’ll have easy access to all major transport routes without the horrendous traffic jams
01865 891 406
Jennings Containers & Storage Ltd Unit 50 Monument Business Park Chalgrove Oxfordshire OX44 7RW United Kingdom View a map and get directions here
You can contact us directly using either email or via phone. If you prefer, please send us a message via the website and we will respond to you in a timely manner.
Whether you’re moving home, decluttering or a business desperate for extra storage space, we offer everything from small lockers right up to warehouse storage.
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Tel: 01865 891 406
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OPENING TIMES:Monday: 8:30am – 5:00pmTuesday: 8:30am – 5:00pmWednesday: 8:30am – 5:00pmThursday: 8:30am – 5:00pmFriday: 8:30am – 5:00pmSaturday: 9:00am – 12:00Sunday: Closed