Safe documents storage – useful accessories
Storing documents is not always easy. Big amounts of physical paperwork occupy a lot of space and require proper organization. Thankfully, there are ways to keep the documentation safe and accessible in case of need.
Who needs to store documents?
We live in a highly bureaucratic society. As a result every person has documents that need to be stored for further purposes. These are usually bank statements, invoices, and medical records. The amount of the documents that need proper storing is even bigger in case of a business. Each company has invoices, tax books, and many other records which need to be kept for a determined period of time and available in the event of audit or other type of control.
Why is it so important to store the documents safely?
The documents need to be stored safely in order to protect them from damage. It keeps them legible and available in case of need. Moreover, safe storage prevents unauthorized access and helps keep all records well organized.
Where can the documents be stored?
Documents are usually stored in folders, binders, special filing cabinets, and archive boxes.
Folders
Expandable folders are one of the most convenient ways to store documents. Depending on the model, they can have different spine width and be equipped with various types of closing mechanisms. Currently the most popular closing mechanisms use elastic, Velcro or magnets. Folders can also be equipped with compartments to ensure better organization of big amounts of records, as well as additional elements, such as pen holders. They are made of durable, solid cardboard and offer divided pockets. To prevent accidental opening and reduce the risk of the contents falling out, the folders with compartments are always closed with Velcro.
Binders
Binders ensure full protection and comfortable organization of all the documents both in a private residence and in an office. They are extremely sturdy, resilient, and durable, which means they can be effectively used for many years. Moreover, they can be personalized to better suit individual needs of the user. Custom binders can come in any given color palette and in any format, with different widths of spines and with several variants of additional accessories.
Filing cabinets
Filing cabinets offer a big storage space and facilitate the organization of the documents. They allow storing files in separate drawers and an implementation of a filing system of choice.
Archive boxes
Archive boxes are usually used to store old documents, which do not need to be accessed very often. They are made of solid cardboard or plastic. Archive boxes can be labeled accordingly and stored horizontally.
Accessories useful for storing the documents
Storing the documents can be easier and more effective due to implementation of some additional accessories, such as:
- practical spacers to describe the content,
- eyelets,
- plastic folders and pockets,
- ring mechanisms,
- hole punchers.
Why is it worth keeping the documents in order?
Keeping the documents in order protects them from damage and dirt. It also helps with the organization of the whole office space, which can greatly improve work efficiency. Implementation of folders, binders, archive boxes, as well as proper shelves and filing cabinets can ensure the legibility of all the stored files. As a result all documents are thoroughly labeled, which allows for much easier and more comfortable access. Keeping the records in order is also a way to save a lot of space. It leads to clutter reduction and helps making the office more user friendly, which has a huge positive impact on the employees.
