BUSINESS DOCUMENT STORAGE
Business document storage provides your company with a secure, climate-controlled space for your documents and records without giving up control of them. Unlike managed records services, a storage unit is yours to maintain—your boxes, your organization system, and access on your schedule. Extra Space Storage offers units in sizes for everything from a single filing-cabinet overflow to full records storage, with security features and climate control that can help preserve paper for long periods.
- Temperature & Humidity Controlled
- Secure Storage
- Easy Online Reservations
How Long Should You Keep Business Documents?
No matter if you need records storage for active files, archive storage for documents you rarely access, or tax record storage for organizing key financial documents, knowing how long to keep business documents can help you stay organized, protect important information, and avoid holding onto unnecessary records. The appropriate retention period varies depending on the type of document, industry, and applicable state or federal requirements. Use the table below as a general guide for how long, and consult a qualified legal or tax professional for more specific guidance.
Document Type | Typical Window | Why |
|---|---|---|
Tax records | 3-7 years | IRS recommendation |
Payroll records | 3 years | Fair Labor Standards Act (FLSA) |
Contracts | 7 years after contract duration | Statute of limitations |
Client files | Varies | Industry/state rules |
Unit size | # of banker's boxes | With shelving |
|---|---|---|
5x5 | ~30-40 | Keeps boxes off the floor |
5x10 | ~60-80 | Roughly doubles capacity |
10x10 | ~150+ | Full archive room |
How Many Boxes Fit in a Storage Unit?
The number of file boxes you can fit in a storage unit depends on the unit size, box dimensions, and how efficiently you organize the space for your business records. Shelving can help maximize capacity in storage units for business records while keeping boxes accessible. The estimates below assume standard banker's boxes for size, though actual capacity may vary.
Document Storage by Profession
Law Firms
Law firms often need to retain closed matter files long after a case is resolved. Off-site legal document storage can help free up valuable office space while keeping archived documents accessible when needed. A 5x5 or 5x10 storage unit can work well for smaller firms, while larger practices may benefit from a 10x10 unit or larger.
Medical & Dental Offices
Medical and dental practices may need to retain patient records for extended periods based on applicable laws and professional requirements. A 5x5 or 5x10 storage unit may be suitable for smaller medical records storage, while larger practices may need a 10x10 unit.
Accounting Firms
Accounting firms often maintain work papers, tax documents, and client records through multiple retention cycles. Moving older files into off-site document storage can help keep work areas more organized. Solo accountants can often fit documents in a 5x5 storage unit, but midsize or multi-partner firms will likely need a 5x10 or 10x10 unit.
Real Estate
Real estate businesses may need to retain transaction files, closing documents, contacts, and other records after a property sale is complete to ensure documents are handled properly. Larger real estate brokerages with extensive sales history may need a 10x10 unit or larger.
Secure, Climate-Controlled Document Storage
When storing sensitive documents and files for your business, security and a stable indoor environment can help keep paper files protected during storage. Features vary by location, so check with your facility for availability.
Electronic gate access: Entry is limited to customers with a personalized access code.
Video surveillance: Cameras monitor facility activity.
Individually alarmed units: Individual units are outfitted with security alarms that sound during unauthorized access attempts.
On-site resident managers: Resident managers live at the facility and can help monitor activity.
Security access to your floor only: Multi-level facilities with stairs or elevators ensure that tenants can only access the floor with their storage unit.
Climate-controlled business storage can help prevent damage and deterioration of sensitive paper documents. By typically maintaining a storage environment between 55 and 80 degrees all year, climate control can be particularly useful for long-term records storage, though it does not guarantee a specific humidity level or provide archival-vault conditions.
How to Prepare Business Documents for Storage
Before moving hard copy documents into a business records storage unit, it's best to take care and properly pack business documents to ensure they're safe in both short-term and long-term situations.
Step 1: Create Digital Backups
Scan important paper files and keep digital copies stored separately. Backups provide an extra layer of protection if physical documents are lost or damaged.
Step 2: Use Secure, Airtight Containers
For long-term archival storage, consider airtight containers to help keep out moisture and maintain preservation over time. For standard records retention within typical windows, banker's boxes with shelving work well.
Step 3: Pack Documents Carefully
Keep containers light enough to lift safely while minimizing excess space that could allow documents to shift. Use file folders, binders, or light packing paper to keep files organized and secure.
Step 4: Label Everything Clearly
Use a consistent labeling system to identify the contents of folders, binders, and containers. Color-coding can make it easier to locate specific records when you need them.
Step 5: Organize Your Storage Unit
Keep frequently accessed records near the front of your unit and less frequently needed files toward the back. Where appropriate, place storage containers on pallets to keep them elevated off the floor.
Business Document Storage FAQs
What is document storage?
Document storage is the process of safeguarding paper records and business documents in a secure, organized storage space outside your home or workplace. Storing records and documents can help free up office space while keeping files accessible when you need them.
How should I store tax records?
You should store tax records in labeled, organized containers in a secure, climate-controlled storage unit and keep them for the appropriate retention period. The IRS generally recommends keeping tax records for three years from the date you filed your original return, though some situations require longer retention periods.
Is document storage tax deductible?
Business document storage is generally tax-deductible when the storage is used for business records and meets applicable tax requirements. Tax rules vary based on your circumstances, so consult your tax professional to determine whether your storage expenses qualify for a deduction.
What makes storage secure enough for business records?
Storage can be suitable for business records when it includes security features such as electronic gate access, video surveillance, individually alarmed units where available, and on-site resident managers where available. These features help limit unauthorized access, monitor facility activity, and provide additional oversight for stored documents.
TIPS & RESOURCES FOR BUSINESS STORAGE
Medical & Pharmaceutical Storage
See which storage amenities matter most for medical and pharma sales reps, from climate control to security.
Medical Records Storage
Find tips for safely storing and organizing medical records in self storage.
Climate-Controlled Business Storage
Learn about the benefits of using temperature-controlled storage to keep your business items protected from extreme heat or cold.
Storage Units with Electricity
Find out where to get a storage unit with electrical access for your business needs.
Self Storage vs. Warehouse Storage
Compare self storage and warehouse leasing to see which is the smarter fit for your business.
A Small Warehouse Alternative
See how self storage can replace a small warehouse lease at a fraction of the cost.
Protect Your Business Storage with Insurance
Add storage insurance to help protect the value of your belongings from the unexpected.
Compare Cheap Storage Unit Prices
See current rates and find the best deal on a storage unit near you.
Find Document Storage Near You
Extra Space Storage has small to medium-sized storage units for important business records and documents. View current pricing and availability and rent storage today
