Even in the second decade of the 21st century, moving companies, Christchurch and elsewhere, still occasionally involves having to move substantial numbers of old filing cabinets and paper document storage units.
Of course, in some circumstances paperwork is still required. That’s often the case in terms of signed contracts and some legal proceedings. There are also still paper documents that people use on a daily basis because not everyone has yet moved over to fully (e.g.) electronic invoicing and payment systems etc.
Another variation on that theme relates to statutory requirements for keeping records for a specified number of years. For example some insurance policies that may have been signed 30 or 40 years ago, may have long since been digitised but the original master signatures often need to be retained.
However when you are looking at your new office floor plan and see that significant chunks of it are being occupied by historic filing that you rarely, if ever, access then it might be time to do something about it.
In many situations, active office space in a modern city-centre is relatively expensive on a cost per square metre basis. By contrast, many large storage units in suburban or out-of-town locations can have floor space that’s only a fraction of the price.
What that suggests is that it might be possible to store a lot of your old historic legacy documentation in low-cost storage units, whilst keeping your real present-day office space relatively clear. If that is something that sounds appealing to you, why not call us for a discussion?
Yes, there are certain practical considerations. If you are going into those dusty old paper files several times a week, having them stored several kilometres away and in a separate unit might not be exactly convenient.
In many cases though, if you really do only go to these old files once in a blue moon, then it really might be worth getting them stored somewhere safe and secure but not under your feet.
In passing, don’t think that any old corner of a warehouse will do. If the documents are important to you or there is a statutory requirement for you to keep them, then it’s important to use only the most modern and environmentally secure units.
Once again, just give us a call and we can talk you through some options.