Businesses of all sizes are required to keep a certain amount of paperwork to comply with regulations, which documents exactly need to be kept depends on the type of business but there is no getting away from the fact that you need to keep and store paperwork. At the very least the documents that would be required should your business be audited or come under some other sort of scrutiny. So the size of your businesses paper archives soon grows and eventually reaches the point where you need to think seriously about where and how you are going to store the files because it eventually becomes unworkable to simply have a filing cabinet or two or ten taking up valuable office space. This is when you might need to consider storing your business archives offsite in a specialist facility.
It is a legal requirement in the UK that businesses keep and retain records relating to the business transactions and accounts and that they are able to present these to HM Revenue and Customs (HMRC) upon request. Even those who are self employed need to be scrupulous with their accounting records if they want to avoid disruptive investigations by HMRC later down the line.
With data protection hot in the minds of the UK’s businesses, it is critical that you know what you should be keeping as business archives and what can be discarded, as well as knowing how long you should keep things for and why.
If your office seems to be overflowing with paperwork, you might be thinking it’s about time for a spring clean session. Unfortunately for many businesses, this is not as simple as it may seem. Lots of paperwork has to be kept for a certain period of time, and in a busy office this can mean finding storage space for many boxes full of document archives.
In this situation, self-storage can be a great option for and overcrowded work space. Using self storage facilities as document archives is becoming increasingly popular as businesses strive to maximise their expensive office space by keeping records off site. Here are a few simple tips to creating a document archive in self storage that will really work for you.
The chances are that implementing any type of document archiving, storage or management system will come with an associated cost so if you want to convince your organisation of the benefits of document archiving you will need to be able to show how the system will affect the bottom line of the business whether as money saved in improved efficiencies or increased profit through, say, increased customer satisfaction. Sometimes due to legal regulations a system will have to be implemented at a cost when there will be no return for that investment. In that case the necessity to be compliant with the relevant laws must be justification in itself for the expenditure.
As stricter legislation and compliance regulations concerning the retention and archiving important documents have come…