HOW WILL A DOCUMENT MANAGEMENT SYSTEM BENEFIT YOUR COMPANY?

Many businesses encounter day-to-day issues as a result of using an outdated or inefficient document management system. Such issues are often related to the use of paper documents – which usually need to be kept in physical form for reasons of legality and security – and the lack of a digital system for tracking and locating those papers.Some of these issues are as follows:

Loss of documents due to damage or poor management
Badly filed paperwork that is difficult to locate
Lack of office space due to excessive physical storage
Insecure and unprotected data
Lost man hours due to poor retrieval time
Compliance issues and difficulties with company policy

All of these problems can add up to create a situation in which companies are losing money and wasting time as a result of poor document management. But none of these issues are incurable, and especially in the wake of GDPR it is important that businesses take measures to improve their handling of physical documents. In this post, we’ll be looking at the benefits managing your documents with the assistance of an external company like Flexible Storage.

MORE SPACE, LESS STORAGE

Whether you paperwork is kept in filing cabinets or storage boxes, both can take up large amounts of valuable space in your office. As such, perhaps the most obvious benefit of an external document management system is the fact that it can free up a significant amount of space and give you more room – both physically and financially – to grow your business.If all of your paper documents were to be moved out of the office, securely processed and barcoded for easy access, you would benefit from increased floor space and fewer costs. This in turn frees up space for more desks and employees; the effects could be transformative!

FASTER RETRIEVAL

When you have an abundance of physical documents to rummage through, finding the right one can be a big headache – or at least when you don’t have the necessary procedures in place! You may not even have the means to determine whether the document is held in your system, let alone how and where to find it.Here at Flexible Storage, we offer the service of documenting and tracking all the documents and boxes you keep in storage with us. By giving each file a unique barcode, our customers can directly login to our online management control system and securely access the information which will confirm where the file they require is located.Overall, this helps ensure the safety of all documents during the storage process and even in transit, including the ability locate any file in just a few clicks. The upshot is that you can then run your business safe in the knowledge that all your papers are fully secure and easily locatable.

BETTER SECURITY

It is the responsibility of a business to ensure that documents cannot get into the wrong hands. Unfortunately, there is a unique risk associated with keeping physical documents – confidential papers are often taken out of the office and kept in completely insecure conditions, free for anyone to access.Plus, there are risks within the office. A good portion of data breaches originate from an internal source; anyone with a key to your filing cabinets could leak documents and compromise the safety of your company.While no method of storage is without its risks, document management systems at Flexible Storage come close! All your files are not only kept safe in heavy-duty storage with 24hr CCTV, but they are also barcoded and tracked through our online system. In the event that a document has been taken out of the office, our barcoding system will still allow you to easily locate the file.

GDPR COMPLIANCE

Under the GDPR, it’s imperative that all companies holding sensitive personal data – including patients records, staff records, legal records, and financial records – are taking all the necessary measures to protect such data. While physical documents may need to be kept for a certain retention period, this does not mean you should risk non-compliance by keeping them stored in unsafe locations with insufficient management.However, with the ability to barcode and track each file they keep in our storage facilities, Flexible Storage customers can guarantee strict compliance with the GDPR due to the improved retrieval our service offers. All sensitive data is kept secure and access is quick and efficient.You can easily locate the files you need to access or manage, request certain files for delivery, and determine which files are due for destruction – all of this helps stay in line with the GDPR. Ultimately, by using a company that has ample knowledge and experience with data protection, you can focus on the growth and success of your business rather than matters of compliance. Get in touch with one of our professional storage consultants to learn more about our document management service and receive a tailored quote.

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Using Self Storage in Chelmsford or Aveley During Life Changes

By James Coxon • August 15, 2025

Discover why our storage facilities in Aveley and Chelmsford are great options for when you are going through life changes like moving home.

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.