HOW TO PROPERLY STORE AND PROTECT YOUR ARCHIVED DOCUMENTS

In today's world, many businesses and individuals rely heavily on digital storage solutions for their documents. However, physical documents are still an essential part of many industries, especially those that require record-keeping or compliance. These physical documents, also known as archived documents, need to be stored and protected properly to ensure their longevity and accessibility. In this blog post, we'll discuss some best practices for storing and protecting your archived documents.

Choose the Right Storage Facility

The first step in proper document storage is choosing the right storage facility. When selecting a facility, look for one that specialises in document storage andoffers the necessary features to protect your documents. A good storage facility should have a controlled environment that minimises fluctuations in temperature and humidity. It should also have a robust security system in placeto prevent theft and unauthorised access.

Organise Your Documents

Proper organisation is key to efficient document storage. It will help you locate your documents quickly and easily, as well as prevent loss or damage. You can organise your documents by category, date, or alphabetical order. You may also want to consider digitising your documents for easy access and to reduce physical storage needs.

Use Quality Storage Materials

Using quality storage materials is essential for protecting your archived documents. For example, acid-free boxes and folders can help prevent the deterioration and yellowing of paper over time. Additionally, archival-grade storage materials are designed to protect your documents from environmental factors such as light, moisture, and dust.

Label Your Boxes and Folders

Labelling your boxes and folders is an essential part of proper document storage. Clear and concise labelling can help you locate your documents quickly and prevent them from being misplaced. It's also a good idea to include additional information, such as the date range or category of documents in each box or folder.

Implement Document Retention Policies

Document retention policies help ensure that you are storing only the necessary documents and discarding those that are no longer needed. Having a clear document retention policy in place can help reduce storage costs and the risk of unauthorised access to sensitive documents.

Regularly Monitor Your Documents

Regularly monitoring your archived documents can help prevent damage or loss. You should perform periodic checks to ensure that your documents are still in good condition and that there are no signs of deterioration or damage.

In conclusion, proper document storage is essential for the longevity and accessibility of your archived documents. Choosing the right storage facility, organising your documents, using quality storage materials, labelling your boxes and folders, implementing document retention policies, and regularly monitoring your documents are all important steps in proper document storage. By following these best practices, you can ensure that your archived documents are properly protected and easy to access when you need them. To find out more about the Archive storage services we offer, contact us.

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Using Self Storage in Chelmsford or Aveley During Life Changes

By James Coxon • August 15, 2025

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Indoor Storage vs Container Storage: What’s the Difference?

By James Coxon • August 3, 2025

When it comes to finding extra space for your belongings, storage units are a reliable and flexible solution, whether you're moving house, renovating, running a business, or simply need to clear a bit of room at home. There are a few different types of storage to choose from, depending on your needs. But one of the first choices you'll come across is whether to go for indoor storage or container storage. You might have seen both options online and wondered what the difference actually is. Do you really need climate control? Is one more secure than the other? And which one offers better value? Let’s take a closer look at how the two compare and why container storage often comes out on top. What is Indoor Storage? Indoor storage units are based inside a large warehouse or purpose-built facility. You usually access them through a main reception or loading bay, then navigate your way through internal corridors (sometimes using lifts or trolleys) to get to your unit. These kinds of facilities are sometimes climate-controlled and can be a good option for anyone storing delicate or temperature-sensitive items, like vintage furniture, valuable artwork, or sensitive electronics that need extra care. They tend to offer a wide range of unit sizes, and security is usually high, with PIN codes, alarms and staff on-site. The trade-off? You’ll often pay more for the added features, and access isn’t always as quick or easy as you might like — especially if you’re trying to move larger items in a hurry or during busy hours. What is Container Storage? Container storage takes a simpler, more practical approach. The units are steel containers set in a secure, outdoor storage location, the same kind you might see on construction sites or at docks, but ours have only ever been used for personal or business storage. The biggest benefit? You can drive straight up to the door of your unit. No trolleys. No tight corridors. No lifts. Whether you’re loading a sofa or unloading stock for your business, the ease of access is a game-changer. Container storage units are also fully weatherproof and incredibly secure. At Flexible Storage, we use CCTV-monitored sites with PIN-coded gates, and all units are lockable with heavy-duty padlocks. Many of our customers also appreciate the extended opening hours or 24/7 access we provide, especially for tradespeople, business owners, or anyone with a busy schedule. How Do You Choose? It all depends on what you’re storing and how you plan to use your space. If you're storing particularly delicate or valuable items, like antiques or anything sensitive to temperature or humidity , some people may consider indoor units. That said, don’t discount container storage; many customers safely store a wide range of items with no issues. It really comes down to what feels right for you. But for most everyday storage needs like furniture, tools, excess stock, seasonal equipment, or items in between moves, container storage is more than up to the task. It’s easier to access, more cost-effective, and gives you plenty of space without the added frills (or fees) of an indoor facility. Why We Offer Container Storage Only We’ve focused entirely on container storage because we believe it gives our customers the best balance of value, convenience, and security. We’ve helped homeowners during renovations, supported students moving between terms, and provided local businesses with extra stock space — all through reliable, easy-to-access container units. You don’t need a fancy building or high-tech climate control to keep your items safe. You just need something that’s clean, dry, secure, and easy to get to. That’s exactly what we offer. If you’re not sure how much space you’ll need, check out our Unit Size Guide or speak to a member of the team; we’re always happy to help. You can also pop by one of our sites in Aveley , Grays , or Chelmsford to take a look at the units in person. When comparing indoor storage and container storage, it’s easy to get caught up in the bells and whistles. But sometimes the most straightforward option is also the most effective, but of course, not all container sites are the same. Flexible storage goes the extra mile. We operate clean, tarmacked or concrete yards. They all have monitored CCTV & lights. They all have PIN-coded gate access. If you want secure, no-fuss storage with the freedom to come and go when it suits you, container storage could be exactly what you need. Get in touch with us today to book a unit or ask us any questions; we’ll help you find the right solution, at the right size, for the right price.