Tips for Record Storage
When you are preparing to move your business records and documents into a Maple Leaf Self Storage unit, we want to ensure that your move goes as smoothly as possible. We can assist by helping you choose the locker size that is just right for your items and giving you tips on how to prepare them effectively for storage. Here are a few things for you to consider. If you have any questions, please ask our knowledgeable staff.
Choosing the right space
- Be as specific as you can when describing the type and number of items that you wish to store so that we can help you determine the correct locker size.
- Consider the following:
- Do you have items that need to be stored in a heated environment?
- Are you planning to store for a short term or a long term?
- Will you be accessing your unit frequently or only once in a while?
- Would you prefer a locker with interior access or exterior access?
- Are you planning to use freestanding shelving in your unit? If so, you will probably need to allow for access corridors.
- Are you planning to add additional records to your unit in the coming months? If so, you may wish to rent a larger unit so that you have extra capacity.
- Drop by one of our Maple Leaf Self Storage locations and have a tour of the storage centre. Take note of the additional benefits provided such as Resident Managers, free usage of moving carts and dollies and complimentary refreshments.
- Take a moment to look at the various unit options available and choose the unit that makes the best sense for your business. It always helps to see the space and to visualize your items within it.
Preparing your items for storage
- Pack your documents in standard-sized filing boxes (15” x 12” x 10”) so that they are easy to stack on the floor or place in shelving. You may wish to acquire more specialized storage boxes to protect your plans, digital media and other valuable materials. We have a selection of boxes and packing materials available for purchase in our store for your convenience.
- Boxes should not be over-filled as they can be too heavy to lift or cause problems when stacked for storage. The top lid should close easily and the sides should not bulge. Under-filled boxes should be stuffed with inert packing material to support the box and prevent the box from collapsing.
- Label the box on all sides and press the label’s edges down firmly to avoid air bubbles. For security reasons, do not advertise the exact contents of the box on the label. Instead, use a code that corresponds to a list held somewhere else.
- TIP: You can purchase all your filing boxes at our stores. Save even more when buying multi-packs or bundles of boxes.
- TIP: The heavier the item, the smaller the box. Avoid packing heavy items in a large box as it will be too heavy to lift and move.
Packing your storage boxes
- Place file folders upright in the box so that their labels can be read. Labels should face the same direction.
- Do not fold or crease maps or plans which have been previously rolled. Store maps or plans in a box that accommodates their normal dimensions. Avoid using rubber bands to bind rolls (use cotton ties instead).
- Audio/video tapes, disks, CDs and DVDs should be stored in individual cases (using the cases provided by the manufacturer is highly recommended). Place tapes vertically in the box with their labels facing up. If there are insufficient tapes or CDs to fill the box, support them with packing material such as bubble wrap.
Organizing your unit
- Box records of the same type together, if possible (e.g. accounting records, legal records, human resource records, payroll records, architectural plans).
- Use shelving units for storing filing boxes. They take less floor space and will help you stay organized. Shelving units must be free-standing and not affixed to the walls, ceiling or floor.
- TIP: We can provide you with the names of companies that provide shelving solutions.
- If you are stacking boxes on the floor, you may wish to place them on plastic sheeting or heavy drop cloths for additional protection.
- Distribute the boxes evenly throughout the shelves.
- Arrange boxes by the length-of-retention period. Store records with short-term lifespans separately so that you can dispose of them quickly once you no longer need them.
- Make sure you leave enough room in your unit (for ladders or for cabinet doors to open) to access and retrieve your boxes.
- Keep a list of the contents of each box and take the filing indexes or lists with you so that you can easily locate documents when you visit your unit.
Common sense and government laws determine what may be stored in self storage facilities. Please read the following to ensure that you, your belongings and your fellow customers are safe at all times. If you have any questions, our storage specialists will be happy to help. As a rule, never store any of the following:
- Firearms, explosives, weapons or ammunition.
- Hazardous, toxic or radioactive goods, biological agents and flammable materials and liquids. These present a serious danger to the facility, its personnel, other customers and your goods.
- Gas canisters (e.g. for barbeques or recreational vehicle use) and aerosol cans.
- Pollutants, contaminated goods, asbestos or other materials of a potentially dangerous nature.
- Cash or securities, coins, precious stones, jewellery, antiques or fine art unless specifically agreed with us in writing, in advance of storing such goods in the unit.
- Illegal substances, illegal items or goods illegally obtained.
- Birds, fish, animals or any other living creature.
- Food or perishable goods. Dry foods (like rice, flour, pet food etc.).
- Scented candles or ornaments made of edible ingredients (e.g. popcorn strings, cookie or play-dough ornaments).
- Waste or other items which do or could emit any fumes, smell or odour.
The items you place in self storage units are the sole responsibility of you, their owner. Goods are not insured by the storage facility. If your insurance does not cover stored possessions, check with your local insurance agent about acquiring “all risk” insurance coverage for your possessions.