Document Storage

While a lot of documents can be handled digitally and ‘in the cloud’ these days, many people and businesses still like to – or need to – store plenty of physical documents.

A physical copy can provide another way to access information if a computer or IT system fails; it also needs protection from loss and unauthorised access.

A computer crash or a breach of your security systems could cause a lot of headaches if there is not another copy of your documents floating around.

There are legal obligations for businesses to keep records about finances, taxes, employees and operations.

The ATO describes a general five-year retention period, with different start dates and situations requiring records to be kept longer. Check the rule for each record category and any other obligations before disposing of documents.

These documents that the ATO requires you to keep include copies of invoices and receipts for goods you sell or services you provide, invoices for goods or services you buy or bills you pay, payments to employees, financial statements, tax return information, bank account and credit card statements and end of year stocktake records.

Even for a small business, the piles of paper documents can quickly build up – and get in the way.

Why document storage is a better way

If your house, garage or small business premises is swimming in boxes of documents, you should consider document storage.

Off-site storage can free space and provide a separate location for physical records. Confirm security, environmental conditions and retrieval arrangements before relying on the service for business-critical documents.

Boxes of documents are not only an eye-sore at homes and businesses, but they can also be a safety hazard and take away much-needed space which could be better utilized for other things.

In addition, you want to make sure that any confidential information in your files is behind lock and key so it is not put at risk of theft.

You also want your documents to be at the smallest possible risk of being ruined by fire or flood.

These are just some of the reasons why so many people and small businesses choose to store their documents off-site at storage facilities.

How to organise your documents for storage

Before putting your documents into storage, there are a few things you might want to do – including making sure they are well-sorted.

If they are not already, separate documents by type and file them in chronological and alphabetical order.

Creating a colour-coded system can also make it easier to keep track of your documents.

Be sure to clearly label the boxes you are storing your documents in with what they contain.

Consider digitising documents for access and backup. Verify that scans are complete and readable, and confirm retention and original-document requirements before destroying paper records.

Document storage in Melbourne and Perth

If you are looking for a storage facility for your documents, we can help.

At Fragile Removals & Storage, we offer safe and secure storage facilities in Melbourne and Perth for document boxes; confirm capacity for your quantity.

Our facilities are conveniently located close to the central business districts of Melbourne and Perth and the document-storage page advertises access seven days a week. Confirm the applicable hours, notice, collection arrangements and charges for your chosen storage format; this does not establish unrestricted access to every warehouse unit.

For a free storage estimate, call us today on 1300 857 696.

Decide what belongs in storage

Separate active records from archive records before booking. A file needed for a transaction next week may need to remain with the responsible person, while older records can be boxed for planned retrieval. Keep an inventory that makes this distinction clear. The most suitable arrangement depends on how often you need access, who is authorised to collect records and how quickly an urgent request must be met.

Group documents by purpose, date range and owner. Financial files may include sales invoices, purchase invoices, bills, payroll records, financial statements, tax information, bank and credit-card statements and stocktake records. Those categories are useful for organising boxes; they do not all share one disposal date.

Check the ATO's record-keeping overview and its guidance on records kept longer than five years. Ask the person responsible for your records to establish the retention schedule before packing. Storage staff cannot determine the disposal date from a box label alone.

Create an index that works without opening every box

Give each box a unique identifier and record its document category, date range and responsible owner in a separate index. Keep enough detail to locate a file while avoiding unnecessary confidential information on the outside. Colour coding can help distinguish categories, but use written identifiers as well so the system remains understandable when colours are similar or labels are replaced.

Keep the index accessible outside the storage location. If it exists digitally, make sure an authorised person can still retrieve it when the usual office computer is unavailable. Check a sample file against the index before the boxes leave. Correct an unclear label while the contents are still easy to inspect.

Choose boxes suited to paper records and their intended handling. Paper can create a heavy load before a large box appears full. Follow the box supplier's loading guidance and discuss handling with the removal team. Do not infer a safe loaded weight from the box's volume. Inspect boxes and closures, and tell the team about damaged containers before collection.

Agree access, protection and responsibility

Compare storage formats with your retrieval needs. Ask who can enter or request a box, what identification or authorisation is required, how collection is booked and whether handling or retrieval has a separate charge. Confirm the address and service arrangements for Melbourne or Perth rather than assuming every facility offers identical access.

Explain whether the records require particular environmental protection. The published information does not establish an archival temperature or humidity specification, a fire or flood guarantee, or suitability for every sensitive record. Obtain the relevant facility details before committing records with special requirements. Discuss insurance and cover separately from physical security.

Record the handover and keep the index current

Check box identifiers and quantities at collection and delivery. Note visible damage and keep the handover details with the index. When a box is retrieved, record who received it and whether it has been returned, replaced or authorised for disposal. An accurate index becomes less useful if records move between boxes without an update.

If a file cannot be located, check the last recorded movement and the box identifier before arranging repeated searches. If a box is wet or damaged, document the condition and contact the storage provider for an appropriate handling plan. Do not silently rebox affected records and lose the information needed to investigate the problem. For an office relocation, coordinate this archive plan with the office moving guide.