Last year, I realized that a few of our employees did not have the best intentions when they came to work. It seemed like their goal was to slack off and avoid work, and it was really frustrating. I realized that I had to do something in order to make things right, so I started working with them to train them. I also installed a camera system and explained the consequences of their actions. Within about six months, we were able to completely overhaul things, and it made a huge difference. This blog is all about keeping employees productive and on track, so that you can keep your company viable.
A proper storage environment is essential to preserving your records over the long-term. While many companies, organizations, police departments, and government agencies have created digital record collections, there are often reasons related to both preservation and legal technicalities that demand continued storage of paper records. Here is a guide to ensure you're storing your records right and avoiding potential pitfalls related to record storage.
Specialized Storage Facilities
You need to ensure that the facility storing your records is temperature controlled and able to adjust humidity to the proper settings. For standard paper documents, 65 to 75 degrees Fahrenheit is ideal, with 50 percent humidity levels. In storage facilities that feature a wide range of temperatures, this can put stress on the integrity of your records, and lead to faster deterioration. In situations where humidity levels are higher than 75 percent, mold could potentially begin to grow on your records, representing a serious threat to document integrity.
You should also take measures to protect your documents from light. Even fluorescent lighting has levels of ultraviolet (UV) rays which can damage record materials. Try to keep your records in a facility that has no windows, and only has lights on when absolutely necessary.
Dealing With Pests
Another threat to your records are pests, with some insects and rodents eating paper, glue and other materials. That's why you should ensure there is no food consumed in record storage areas and that the storage area is routinely cleaned. Trash bins should be well away from any sensitive documents, as they can attract exactly the type of pests you don't want near your records.
You should also check the condition of your records at least once a year, examining the area for mouse droppings or signs of insect infestations. If there are any signs of pests, be sure to contact a pest control specialist who can work towards fumigating or baiting the area to protect your records.
In most instances, paper-based archival folders, storage containers, and indexing material should do an adequate job of protecting sensitive documents. These types of materials can protect your materials from dust, debris, improper handling, and light. However, you may want to consider using encapsulation sleeves, which should be made from polyester and designed to tightly fit over individual documents. Encapsulation will also allow documents and records to be handled without sustaining damage from human hands, such as bending, creasing, and oil residues.
Ultimately, proper storage can help ensure your records stand the test of time, and avoid a harsh environment that can lead to irreversible damage. Consider some of these tips and they will go along way to keeping your records safe. For more tips on keeping your records safe, contact Easy Self Storage & The Archive Center.