Common Document Storage Mistakes and How to Avoid Them

Published on 3/31/2022

Common Document Storage Mistakes and How to Avoid Them

Maintaining proper file storage is an important but potentially tricky activity for both businesses and individuals. Although this is primarily a concern for corporations, people who keep archives or simply accumulate many papers should also think about document storage. Whatever is the reason behind your need to rent a storage unit and keep your documents there, a little extra attention and care during the storage stage can save you a lot of time and frustration in the long run. Even though document storage mistakes are widespread, there are ways to avoid them, and that's what our article is about.


How to avoid the most common document storage mistakes?

Many aspects of proper file storage are common sense, and you can easily avoid mistakes by following a few simple rules. Our tips and advice should help you ensure your documents are safely stored and waiting for you in good condition.

Investing just a few extra dollars in packing supplies will ensure your documents are kept safe.

Buying cheap packing supplies

As tempting as it is to save a couple of dollars and choose cheap moving boxes and packing materials in NYC, if you want any item to be safely stored, you need to find the right containers for it. You might think that nothing bad can happen, given that they'll only be sitting in storage. However, you are risking coming back and finding a collapsed heap of boxes and endless piles of documents all over your storage unit.


Since cheaper boxes tend to be flimsy, but documentation is heavy, they are genuinely a bad choice for this task. Investing just a bit of money in quality boxes and materials is the initial step towards proper document storage.

Storing damp documents

When storing any item in a storage unit, it's vital to ensure that it's dry. The same goes when storing documents. Of course, this doesn't mean you'll have to tackle every single document with a hairdryer. Simply pay more attention, especially when placing documents coming from damp workshops or sites directly into storage.


Paper and dampness simply don't get on well.

Just a little dampness can do massive damage to your paperwork. Even worse, mold and mildew can quickly and easily spread to all adjoining documents. In the worst case, they can completely destroy your valuable paperwork.

Storing dry documents in a damp environment

Making sure your documents are dry is essential. However, making sure that the environment in which you plan on storing them isn't damp is even more critical. A damp environment can quickly degrade and even destroy your paperwork. 


Also, the storage area's temperature is an important factor to consider. Documents should be kept at a relatively constant temperature. The ideal temperature is somewhere around room temperature.


When it comes to more sensitive and crucial papers, it is good to store them in a climate-controlled environment. If this is what you're looking for, make sure to visit We have an excellent solution for your storage needs!


Not labeling the boxes properly

One of the most common document storage mistakes is inadequate labeling. It shouldn't come as a surprise, given how easy it can be to abbreviate labeling when preparing your documents for storage.


However, this simple mistake can cause massive headaches in the future. Just imagine searching through so many boxes of archives for that one piece of paper. 

Proper labeling that precisely defines the contents of each box, as well as the relevant dates, can save a lot of time and aggravation in the future. Begin with a system that follows a consistent name, categorizing, and date process for boxes. Also, keep a record of the method utilized and ensure that future archiving follows the same procedure.


Over stacking the boxes

Even though stacking boxes high can help you save space in the short term, it's not a good idea for many reasons, but mainly because:


  • Retrieving heavy boxes from the top can cause injuries. 
  • The stack of boxes can easily collapse due to the bottom boxes not being able to support the weight. 


 A great way to avoid this is to use quality shelving. Or even better, ensure the storage space you're going to use comes with enough space to fulfill your needs without having to stack boxes to the ceiling.


Not planning storage space

Make sure to organize your storage and make it easy to find papers when they're needed. Document retrieval will be simplified if you know where to look for payroll paperwork or tax documentation.


It's also good to put documents that will need to be accessed regularly in more accessible locations, while less critical documents can be placed in less accessible areas.


Not sorting out documents before storing them

Another common mistake many people make is storing everything, regardless of if it's required or not. However, this will cost more as you'll need more space, and it will cause problems in the future when you're trying to find an essential document in a sea of irrelevant paperwork. To avoid this mistake, simply declutter your paperwork before storing them


Not choosing adequate storage

Lastly, many people make the mistake of choosing the first storage they find. However, it's crucial to do some research first. Among many cost-effective and versatile solutions, you need to make sure to find the one that will fit your needs perfectly.

Make sure to choose a storage unit that perfectly fits your needs and avoid one of the biggest document storage mistakes.

For example, let's say you plan on storing important documentation. This means you'll need to ensure that the storage is climate-controlled and secured with cameras or on-site security. Or, let's say you're storing your personal paperwork. If you don't have a lot to store, there is no need to waste money on renting a large storage unit. You can always contact storage professionals and inquire about the best solutions for your needs. Professional assistance is always a plus.


Do these frequent storage mistakes sound familiar?

Let's be honest - almost everyone who's ever handled storing paperwork has made at least one of the document storage mistakes. But as you can see, you can easily avoid them by thoroughly preparing your documents and ensuring you find storage that perfectly fits your needs. It’s only with careful preparation that you can avoid the most common mistakes and have a trouble-free endeavor.


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Storing documents can be challenging so we'll let you know what the most common document storage mistakes are and how to easily avoid them.

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