How long do you keep important documents? Where do you store them? Are they safe and accessible if needed. Some items should be kept at home in a secure home safe, while others can be safely stored in a self-storage unit. Here are tips for what documents you should keep, where to keep them, and how to properly prepare the documents for storage.
Documents That Should Be Excluded From Storage And Kept At Home Or Safety Deposit Box
It is important to remember not every document you want to keep should be placed in a self- storage unit. Items that need to be accessible frequently and documents sensitive for identify purposes should be kept in a secure safe at home or perhaps a safety deposit box at your financial institution.
These items include:
- Social Security cards and information
- Birth and Marriage certificates
- Passports
- Wills and Power of Attorney
- Most recent tax return
- Identification cards
- Current Property Deeds/Titles
- Insurance Documents
Climate Controlled Storage For Important Documents
It is recommended using a climate-controlled storage unit for storing important documents
- The Internal Revenue Service recommends keeping past tax returns for seven years.
Keep the most recent return at home and place the remaining returns in a box in the unit. - Store archived business records, old property deeds, medical records, etc. in plastic
containers for the storage unit.
Organize And Backup Your Documents Before Placing In Storage
When placing documents in plastic storage bins, be sure to separate and identify the documents in the bins to make it easy to locate inside the unit:
- Separate old tax returns, outdated insurance policies, etc.
- This is a good time to eliminate documents you no longer need to keep.
- Be sure to shred any documents you are discarding that may include your personal information like your name, address, Social Security number, bank account, etc.
Use your phone camera or digital camera to snap copies of important documents.
This gives you a backup of your documents and provides an easy method to refer to the documents without having to go to the storage unit to reference. Additionally, having digital copies is a safeguard in case the originals should become lost.
Packing Documents For Storage
Now that you have sorted through documents, eliminated some, and organized, it is time to properly pack the documents for long term storage in a unit.
- Emphasizing again the recommendation to use a climate-controlled unit for storing documents. This adds an extra layer of protection from heat, cold, humidity, and security.
- Always use plastic bins with lids that snap lock in order to prevent moisture from form inside on the documents and to help keep pests out. Plastic units do a better job of these preventions than cardboard boxes.
- Filing Cabinets: Another storage container option is to store your files in a locked metal filing cabinet. This keeps papers neatly organized and deters pests.
- Store the documents flat (do not fold the individual pages). If possible, use acid-free filefolders to help ensure the paper does not deteriorate or turn yellow over time.
- Label the folders and label accordingly.
- Don’t use newspaper to wrap or cushion the documents because the print can possibly transfer to the paper documents.
- Additionally, you can put a fireproof, waterproof safe inside the storage unit to accommodate some fragile and important documents.
Document Storage Security
Understandably, security is and should be your foremost concern when storing your sensitive and private documents. We’ve taken great steps in terms of security measures, to ensure your items are as safe and secure as possible at each of our storage facilities.
Regardless of the Macho Self Storage location you choose to store your valuable belongings, you can expect them to be stored in a secure, well maintained facility.
You might also consider elevating your plastic storage bins off the ground inside the unit by using shelving. Remember to put heavier boxes on the lower shelves and lighter ones above. If you are going to need to access some bins on a regular basis, place those storage containers near the front of the unit with the bin labeling easy to view.
Insurance Note: Check if your existing renters or homeowners insurance covers the contents of your off-site storage unit.
Document Storage Summary
Now that you know what documents to put in storage and how to store them, be sure to get all the packing supplies and boxes you will need. Each of our north Texas locations are full stocked with these supplies for your convenience.
When you select the right size storage unit for your needs and are ready to secure your unit, remember Macho Self Storage offers a FREE LOCK, NO Admin Fees, and 50% off your first month’s rent!
Self-storage units provide significant space for all of your boxes of documents you want to keep and help free up space at your home and garage. Ask us about our free use of one of our moving trucks to assist you with moving your items. Act fast to reserve yours today! Restrictions apply, based on availability.
