Document Storage

By Media Manager

In our increasingly digital age, it's easy to overlook the importance of properly storing our physical documents. From cherished memories in the form of old photographs to essential legal paperwork, physical documents hold an intrinsic value that cannot be replaced. However, without a proper organization and storage system, these precious items can become vulnerable to damage, loss, or disarray. 

If you are looking for a facility to store your documents, consider us at KeepSafe Storall. We are located in the Bay Area in Antioch near Concord, Pleasanton, and Brentwood and offer affordable storage space for you to keep your documents. In this blog post, we'll explore the art of storing physical documents and provide you with valuable tips to ensure their preservation and accessibility for years to come.

1. Categorization and Sorting: Before diving into storage solutions, begin by categorizing and sorting your documents. Create broad categories such as personal, financial, legal, and sentimental documents. Within each category, further segregate documents into subcategories for more efficient organization. This step will set the foundation for your storage system and streamline the process

2. De-clutter and Dispose: Once you've categorized your documents, de-clutter unnecessary papers. Dispose of expired documents, duplicate copies, and any items that hold no sentimental or legal value. Shredding sensitive documents that contain personal information is crucial to protect against identity theft.

3. Invest in Quality Storage Materials: The right storage materials can make a significant difference in preserving your documents. Acquire acid-free folders, archival-quality boxes, and acid-free tissue paper for delicate items like photographs. Investing in these materials ensures that the documents are protected from deteriorating due to chemical reactions.

4. Choose the Right Storage Location: Selecting an appropriate storage location is essential to safeguard your physical documents. Choose a clean, dry, and cool area away from direct sunlight, moisture, and extreme temperatures. Here at KeepSafe, we offer sealed indoor storage for you to keep your documents. Reach out to us regarding our current storage availability. 

5. Create a Filing System: Implement a consistent and straightforward filing system. Alphabetical, chronological, or numerical order can be helpful, depending on your preference. Use labels and index tabs to identify the contents of each folder or box clearly.

6. Consider Digital Backup: While the focus is on physical documents, it's wise to create digital backups of essential papers. Scan important documents and store them securely on an external hard drive or cloud storage. This step acts as an extra layer of protection in case of a catastrophic event affecting the physical copies. We recommend a medium like Google Drive or DropBox to ensure these digital copies. 

7. Handle Documents with Care: When handling physical documents, do so with clean, dry hands. Avoid using adhesive tapes, staples, or paper clips, as these can cause damage over time. Instead, use non-intrusive materials such as brass fasteners or plastic sleeves to keep loose documents together.

8. Regular Maintenance: Set aside time for periodic maintenance of your document storage system. Check for signs of deterioration or pests and address any issues promptly. Replace any damaged storage materials to ensure the continued preservation of your documents. Here at KeepSafe, we offer our customers access to their stored items via key card when they wish to have access. Click here to learn more about the security measures we take to protect your items with us. 

9. Store Sentimental Items Separately: Sentimental items like old letters, cards, or family heirlooms deserve special attention. Consider using acid-free envelopes or archival boxes for these treasured possessions. Store them separately from regular documents to prevent unnecessary wear and tear.

By following these tips, you can ensure the longevity and accessibility of your precious documents for generations to come. Organizing your physical documents not only preserves your history but also empowers you with a sense of control and peace of mind.

To ensure more peace of mind, consider storing your organized documents with us at KeepSafe StorAll in Antioch near Oakley, Pittsburg, and Clayton. We offer indoor space for you to keep your documents. We also ensure our items with extensive security measures, reach out to us about our availability. So, take the time to protect and cherish the memories and important information encapsulated in your physical documents - it's a task well worth the effort!