While you might think storing paper documents is simple, the problem can quickly become more severe as the pages and paper start to deteriorate. Proper storage is critical for preserving your important documents. Here are a few tips for storing paper documents. First, store business documents in acid-free alkaline containers. Next, store family documents in fire-proof boxes. And finally, store important documents in an area that is not constantly humid or warm.
Avoid storing business documents in areas with high humidity
Paper documents, especially those that contain sensitive information, should not be stored in high-humidity areas. The air in kitchens is often filled with grease, which can prematurely damage documents. Basements and attics are also high-humidity environments and can lead to mold and foxing. The best way to store important documents is in a room that is at least 72 degrees and consistently 35% humidity. If the room does not have an adequate humidity level, consider using a secure room.
Store business documents in acid-free alkaline containers
Whether your business uses acidic paper or alkaline paper, storing your business documents in acid-free containers will protect them. There are several options for storing documents. Encapsulation is an option that places the document between two sheets of polyester film and seals all four edges. This provides support for the document and protects it from handling. Encapsulated documents can be removed from the folder at any time. Acidic documents deteriorate faster when enclosed in polyester film, which is also known as a buffer.
Paper-based storage materials are acid-free when they meet certain standards. To determine if a paper-based storage container is acid-free, check its pH. pH measures acidity and alkalinity on a scale of zero to fourteen. A neutral pH level is seven, so any measurements below or over that mark indicate an increasingly acidic or alkaline condition. Storage enclosures have different pH ranges depending on the type of document they hold and the environment in which it is stored.
Another option for acid-free storage is hanging folders. These are suitable for storing paper documents, but make sure you choose acid-free ones because these can hold multiple folders. Record storage cartons are a better option for storing large collections of office documents. They come in buffered board and acid-free varieties. Unbuffered record storage cartons should be used for short-term storage only. To transport your records safely, you can use wooden crates or mirror boxes.
Avoid storing family documents in fireproof boxes
Keeping your family’s precious memories in digital form is much easier nowadays. Whether it is on your computer or a hard drive, you should store them in fireproof boxes for protection and security. If you have any company-related information, such as financial data, you should always create backups of important documents. By keeping multiple copies of important documents, you can increase the chances of preserving the information. The best way to avoid losing the original copies is to create extra copies.
While it may seem unnecessary, it’s crucial to store important documents in a fireproof box. Your identification and passport are important documents that may be impossible to replace. Make copies of them and keep the originals at your local bank. Even if you think you won’t need the documents anytime soon, you still want them safe. If you can’t afford to purchase a fireproof safe for them, then you should store copies in an extra safe.
Prices are important when buying. Obviously, you want to get a good deal. Compare prices of similar products. You might want to wait for sales. Also, you should think about the value of the documents you want to keep. Don’t forget that fireproof boxes can cost a lot of money. In general, though, fireproof boxes can last for years. When you buy one, you should keep an eye on the price and make an informed decision.