Storing Paper Records

Files should be kept in order to make  the storage system organised and efficient.  Location of the records should be secure.  There are some files that contains confidential pr personal data that should be placed in a lockable unit and should not be left on desk or in view of visitor. 

There are certain good practices to follow in order  to make the storage system organised and efficient. 

Here are some tips to help. 

1.  Store your Document with Accessibility in Mind

Records that required frequently should be store in the office. Records need to be retained due to legal  or other reason should be stored off-site or Record Room. 

2. Keep track of when your document can be destroyed. 

Archiving document is important to ensure the compliant and have evidence when necessary. Records that are less than one year old should be kept on file. Label documents with destruction date when they will no longer be needed. This will keep you track when its out of date and to use the storage space efficiently. 

3. Protect Documents from Wear and Tear

Documents should be protected for damaged caused by frequent handling, sunlight exposure and spills.  Place inside plastic page before filing them away to reduce the risk of wear and tear.  Store then in cool and dry place.  Keep them elevated off the ground against flooding.

4. Think about storage equipment

Store equipment used in office must provide appropriate protection for records based on the format and volume of the records, frequently of use and security requirements. 

Types of Filing Equipment are:

    Vertical Filing cabinets - for small filing system, suitable for records required frequent access. 

    Bookshelves - for books or files stored upright. 

    Lateral Filing Units - These long drawers for storing files use more space. If file is restricted use                           lockable door cabinets.

    Mobile Shelving - suitable for large volume of records stored near a hand.  

            - Manual (push-Pull) Mobile Shelving - Mobile Shelving 

            - Mechanical Mobile Shelving - designed hand wheel.

            - Motorised Mobile Shelving  - fully automated unit that runs on WIFI and enhanced safety,                                           efficiency and security.