Managing your company’s physical documents presents a host of challenges. From allocating valuable storage space to the risk of losing important paperwork – creating an efficient filing system can quickly become complicated. Offsite document storage offers businesses peace of mind by helping mitigate these issues.

Here are five advantages:

• Creates more space in the office.
• Documents remain safe and private.
• Improves business continuity.
• More cost-effective than renting warehouse space.
• Can improve time efficiency.

Pink Hippo has secure document storage in Reading & Leatherhead, from top-notch security and CCTV systems to our flexible leases and quality packaging. So, if you’re looking for archive storage in Reading, you’ll have everything you need to keep your documents in tip-top shape with us!

Proper document storage, filing and archiving documents can help protect your confidential files and records.

Here are some tips to ensure that your document storage system is effective and efficient:

• Use high-quality document storage boxes – designed specifically for documents.

Pro Tip: Pink Hippo offers a convenient packaging store with sturdy boxes to help protect your files during long-term storage.

• Catalogue the contents of each box – to easily find documents. By creating a comprehensive list of what’s in each box, you can keep track of the dates of each document.
• Organise your unit by stacking relevant documents together and labelling each box, saving you time and energy when searching for specific documents.
• Consider a document storage system that includes shelving units or cabinets; to further organise your paper documents.

By following these tips – you can protect your files and keep your office or home organised. Trust Pink Hippo’s modern document storage facilities in Reading and Leatherhead to keep your documents safe.

It’s important to know how long you should keep your paperwork and business documents to comply with UK law. Here are some examples of common business documents and their recommended retention periods:

Accounting records: six years from the end of the last company financial year.
Personnel records: six years from the date of termination of employment.
VAT records: six years from the end of the accounting period.
Contracts and agreements: six years from the end of the contract or agreement.
Insurance policies: 10 years from the date the policy was cancelled or expired. 

By keeping your business documents for the appropriate amount of time, you can avoid legal issues and ensure you have the necessary records on hand when needed.

The cost of renting a storage unit for documents can vary depending on several factors, including size, length of stay and location.

Here are some general considerations that can affect document storage cost:

Unit size: larger units cost more than smaller ones.
Length of stay: the longer you rent, the lower the cost.
Additional services: some storage facilities may charge extra for services such as security or insurance.