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.
Keeping a copy of physical documents is also safer, in case anything happens to your computer or IT system.
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.
Businesses are also required by the Australian Taxation Office to keep records for at least five years that can be accessed if they need to be.
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.
You can safely and securely store all of your physical documents off-site at a storage facility and you will still be able to access them in the event that the ATO comes knocking or you suffer a computer system meltdown.
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.
Digitize any documents that you can or may need in the future and dispose of any unnecessary documents that you no longer require.
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 which can cater for any number of boxes of documents.
Our facilities are conveniently located close to the central business districts of Melbourne and Perth and you will be able to access your documents at any time required, seven days a week.
For a free storage estimate, call us today on 1300 857 696.
