A self storage solution is also ideal for storing archives. Whether the archive is active or passive, important files can be kept safely and cheaply at a temperature and humidity conducive to long-term storage.
Types of archive storage
an archive which is active is regularly administered, i.e. access to the files and documents must be guaranteed at all times. In certain cases, the presence of a workstation for smaller tasks like packing, filing, copying etc. is advantageous. For this, it's a good idea to factor in sufficient 'manoeuvring space'. Corridors must be allowed for, as all files must be easily reachable at any time.
a passive archive is a closed archive to which no more files are to be added, and from which no files usually need to be taken. The legal obligation to preserve records for 10 years makes passive archives necessary, entailing high fixed costs for most companies. By archiving externally at a self storage provider, a company can use the freed up space more sensibly and productively.
besides archives which principally exist to satisfy the legal obligation to preserve records, a third type of archive also exists: the historical archive.
This form of archive is used for preserving documents pertaining to a company's formation, and special or historical contracts from a company's past. Often these documents have intangible value and are archived outside of the legal obligation to preserve records. For such valuable documents the focus is on providing constant, dry room conditions, because they should be kept in good condition for a long time.
As well as providing space to store the archive, self storage providers generally offer several additional services. These range from the sale of suitable shelf units or entire archive systems, to the sale of additional products such as archive boxes and the like. There are usually diverse facilities on site to assist the transport of files from the delivery vehicle to the storage room. These might be simple trolleys or palette rollers. Having direct, easy access also makes tending the archive easier. Some self-storage providers even take care of securely destroying and removing old or unneeded documents.
Usually, self storage providers have a comprehensive access control system in place, allowing precise access rules for individual employees to be established. At any time it can be seen which employee has entered the archive, and for how long.
Are you interested in an archive solution with Zebrabox? Contact us for a no-obligation consultation. We will be happy to show you the advantages of storing your archive at a Zebrabox site.