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Tips > Packing Tips > Documents

Documents

Self storage can be an important asset in protecting and preserving private information, but only if certain steps are taken. When planning to archive business or personal documents in a self-storage unit, be sure to consider these tips from Extra Space:

 Tip #1: Make sure the security features available at the self-storage facility are optimal:

  • Convenient operating hours when you or your employees can access the information
  • Keypad entry systems, security cameras, perimeter fencing and lighting should be in good condition
  • Facility manager lives on site or  is on duty at the facility during hours you will be visiting your unit 
  • Although not usually considered a security feature, climate control is essential for protecting documents against extreme temperatures and humidity. Check to see if climate control or air conditioning is available at your facility
 Tip #2: Pack documents with security and safety in mind
  • Make multiple backups of all stored documents and keep them in a separate location
  • Consider using locked containers such as file cabinets or firesafes
  • Store all documentation on password-protected CD or DVD
  • Fill boxes, even if just with packing material – loosely packed materials can shift during transport and lifting
  • Packed boxes should weigh no more than 30-50 lbs. for safe lifting
 Tip #3: Preserve paper, videos, DVDs and CDs with proper packing
  • Raise boxes off the ground with pallets, wood, plastic or cardboard
  • Use airtight packaging to prevent mildew or water damage
  • Consider anti-static packaging for videotapes, DVDs and CDs
  • Do not use newspaper, as the print can transfer
  • Stack boxes with oldest information at the bottom in the back
  • Pack for longer than you plan to store – just in case
  • When packing files, place binders in between groupings to lend sturdiness
  • Label boxes clearly and carefully with waterproof labels / markers

Your storage facility manager is an excellent resource for additional tips and assistance in protecting your important documents.