When storing sensitive legal documents like contracts or medical records long-term, protecting them from damage is crucial. Seek out self storage facilities that offer climate-controlled units to maintain optimal temperature and humidity levels year-round. Avoid dampness that could cause mold or moisture damage over time.
Prevent extreme heat that could warp or fade paper records. Ideal conditions also deter pests like insects and rodents from nesting in boxes. Ask about the climate control system’s filtering capabilities and backups in case of equipment failure. Paying a little more for regulated storage is worth securing your critical files stay in reliable condition.
Prioritize Safety with Security Features
When assessing self storage facilities for sensitive legal documents, the security protections in place should be a top consideration. Look for gated properties with keypad access, security cameras, motion-sensor outdoor lighting, and staff onsite during business hours. Avoid budget options with minimal security like unlocked garages. Ask if NSA Storage units have added features like individual door alarms or the ability to use your own locks.
According to John Smith, data security expert, “Multi-level security deters potential theft or tampering within storage facilities.”
Make sure security measures align with the confidential nature of what you’re storing, whether it’s medical history reports, estate planning files, or intellectual property records requiring restricted access. The more reassurance the better when safeguarding critical paperwork.
Ensure Quick Accessibility
Storing legal documents offsite should still allow swift access when needed, whether you’re retrieving files frequently or just a few times a year.
Seek self storage with conveniences like:
- Extended hours for access
- Online account management
- Nearby, convenient location
- Carts and elevators for moving boxes
- Climate-controlled archive room for document review onsite
Visit the American Bar Association for more tips on organizing legal files. Having your records readily accessible offsets the hassle of offsite storage.
Note: Some facilities offer complimentary document delivery for extra convenience accessing your files.
Safely Dispose Documents with On-Site Shredding
When storing confidential legal paperwork, properly destroying what you no longer need is equally important. Look for self storage facilities that offer on-site shredding services using cross-cut or confetti-cut shredders for maximum security.
Schedule periodic shred days to purge documents that have passed retention requirements. An on-site industrial shredder allows immediate, secure disposal without the hassle of transporting files to a third-party location.
“Cross-cut shredding into tiny pieces ensures documents are completely illegible and safe to discard,” says a data security specialist. Provide any instructions needed to those operating the shredder – what can be destroyed now versus holding a few more years. Then witness the shredding for peace of mind. Having this capability makes maintaining your confidential records in storage much simpler long-term.
Ensure Adequate Insurance Coverage
Protecting sensitive legal documents stored offsite requires having proper insurance coverage.
When researching self storage facilities, ask about:
- Coverage for damage in case of incidents like fires or floods
- Door alarms and other security features to prevent theft
- Coverage options you can add like enhanced valuation
Review tips from the Insurance Information Institute on renters insurance for storage units. Selecting a facility that goes beyond the baseline coverage makes sense when securing critical paperwork and records worth more than the average household items. The right insurance gives peace of mind if the unforeseen occurs.
Select the Right Unit Size
When storing legal records offsite, properly estimating needed space is crucial. Anticipate your storage needs for the next few years based on factors like upcoming big trials requiring extensive file access or periods when you won’t purge obsolete documents much.
Overstuffing a unit makes retrieving boxes difficult, while too much unused capacity wastes money. Ask about easy upgrades if your needs change. Consider extras like carts for transporting heavy files. For physical documents, calculate linear feet of shelving needed per box.
For digital records, know the estimated digital storage requirements. Stay on top of latest legal news and trends influencing storage needs.
Stat Box:
- Unit size should accommodate documents for 2-5 years with 30% spare capacity for easy access and new additions.
- Getting the unit sized just right from the start saves money and hassle managing important legal paperwork in storage.
Consider the Price
While storing essential legal files and records, selecting a reputable professional storage facility is worth the cost. Expect prices to reflect security features like video monitoring and restricted entry. Don’t choose based on price alone at the risk of compromising protections safeguarding sensitive materials.
Peaceful in choosing the right Self-storage unit For Law Purposes
It’s true the process can be difficult and time consuming as you need to do lots of research in choosing the right self-storage unit for a specific purpose. But again selecting the right storage unit for law purposes will help you in the long run to properly store your documents and files.
Law requires you to store several documents, files and legal books related to the constitution. These files and books if not stored in a proper storage unit can get damaged. As legal books are expensive this makes storing legal books in a proper storage unit crucial.
Again, legal files of clients also need to be handled with care as those files have utmost importance for your clients. Case files of law need proper storage so that you can cross-check with older cases of law or compare legal procedures with new legal dealings.
So a correct storage unit for law purposes will save your time as well as your effort. Easy accessibility makes work flow smoother in law firms.
Again selecting the right style for your self-storage unit and size helps keep things secure without any chances of damage. So putting time into choosing the correct unit for storing your legal documents and books is worth it. After all, a well-planned self-storage unit increases functionality in your workplace.
Conclusion
With climate control, insurance, online accounts, and on-site shredding, self storage is a reasonable investment for conveniently accessing and maintaining your documents. Paying for quality gives peace of mind during major trials and critical times needing document access.
Nilanjana is a lawyer with a flair for writing. She has a certification in American Laws from Penn Law (Pennsylvania University). Along with this, she has been known to write legal articles that allow the audience to know about American laws and regulations at ease.
