Product category:
Refurbishment
News Release from: Spaceway South | Subject: 'What to do with archive files'
Edited by the Buildingtalk Editorial
Team on 04 April 2008
Spaceway Group on 'What to do with
archive files'
Harlie Jeary, Sales Manager at Spaceway Group reviews the options for taking proper care of records and documents that must be retained.
Although we are led to believe that we are moving toward a "paperless" world, there are still many records and documents that must be retained All companies are required to keep details of their accounts for six years and some government and legal regulations necessitate documents being stored for up to 40 years
This article was originally published on Buildingtalk on 16 Nov 2004 at 8.00am (UK)
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Professional companies such as lawyers, accountants, financial firms and insurance companies are required to keep very detailed records, often for decades, whilst hospitals, GP's, schools, dentists, veterinary practices and local government are needed to retain information for extensive periods on patients, pupils and homeowners.
Managing the storage of large quantities of documents can become unmanageable, expensive and inefficient.
However nowadays there are several solutions to the problem.
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Using a specialist document storage company, creating a special in house archive storage facility or introducing mobile shelving can all be used to overcome the problem.
DOCUMENT STORAGE COMPANIES.
Many businesses and institutions are finding that specialist document storage companies provide a useful and efficient means of dealing with storing large quantities of files and free up space in their offices.
Archive storage units offer a modern, clean, dry and insulated environment for archive boxes and their contents.
Companies such as the Spaceway Group fit out storage units for document archive companies providing them with the necessary infrastructure to enable daily box retrieval rates of between 3% and 6%.
Archive racking systems are designed to store boxes either two or three deep and two or three high.
Designed as a multi-tier racking system with walkways and lifts for access and picking, multi-tier racking systems are more cost effective than installing mezzanine floors, as they require no fire protection, incurring no rates and enabling a higher density of storage.
SETTING UP YOUR OWN ARCHIVE STORAGE.
Companies that want to store their documentation themselves either on or off site require a specialist company to install a storage facility that will specifically meet their requirements.
Usually fitted out in the basement of a building or in a dedicated area, a two-tier racking system with staircases and walkways for picking provide the best solution.
Often offering a cost effective solution for companies, such as legal firms that need to store materials for a number of years, such systems can be designed for a company's specific needs to provide maximum box capacity balanced against easy retrieval.
MAXIMUM PRODUCTIVITY WITH MOBILE SHELVING.
Mobile shelving systems (commonly known as roller racking within the storage industry) deliver high density and compact storage.
They are a cost effective method of utilising valuable floor space allowing a company to increase its storage capacity by 220% compared to traditional filing cabinets and is especially popular in environments where rent is too high to waste valuable space on storage.
As well as saving space, mobile storage systems are ideal where sensitive or expensive items are stored because the shelving can be closed up and locked to restrict access.
Mobile shelving systems eliminate the need for several access aisles.
Because the shelving moves along floor tracks, the space for only one aisle is needed.
When an item is required the particular shelving bay is identified and an adjacent aisle is created by moving the mobile units apart, mobile shelving is opened and closed by either hand operated pull handles, hand wheel driven mechanical systems or electrically operated using small electric motors with push button control.
When deciding on the best storage for your company start with the basic questions that drive storage infrastructure development: What are the true requirements of the business and their applications? Setting clear application requirements for performance, availability, and recoverability will determine the appropriate storage environment - whether it is outside storage, setting up your own system or maximising floor space in your office.
Once you have defined your requirements, you can take inventory of your current storage assets and determine the best way for your company to proceed.
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