When it comes to safeguarding important documents, proper storage is crucial to protect them from damage, loss, or theft. If you're in Rexburg, Idaho, and need a secure and practical way to store paperwork, Sage Storage offers reliable solutions to meet your needs. However, simply placing your documents in a box and leaving them in a storage unit isn’t enough. This blog will guide you through the best practices for safely storing important documents in self-storage.
Documents often hold significant value—financial, legal, or sentimental. Some common examples of important documents include:
Birth certificates, marriage licenses, and passports
Legal contracts and deeds
Tax records and financial statements
Medical records
Academic and professional certifications
Historical or sentimental letters and photographs
These items are vulnerable to moisture, extreme temperatures, and mishandling. Taking the proper steps ensures they remain safe and accessible when you need them.
While Sage Storage offers secure and well-maintained units in Rexburg, you’ll need to ensure your documents are stored properly to withstand Idaho’s cold winters and dry conditions. Here are a few considerations:
Location: Choose a unit that minimizes exposure to external elements like wind or snow when accessing your unit.
Security: Ensure the facility is equipped with reliable locks, surveillance cameras, and controlled access to keep your items safe from theft.
Investing in high-quality materials is essential for protecting your documents. Here’s what you’ll need:
Acid-Free Folders and Boxes: Regular paper products can degrade over time, but acid-free materials are designed to preserve your documents.
Plastic File Boxes: Waterproof plastic containers with tight-fitting lids help protect against water damage from snowmelt or leaks.
Labels: Clearly label boxes to make retrieval easier.
Sorting your documents by category will help you stay organized and reduce the risk of losing important paperwork.
Sort by Type: Group similar documents together, such as financial records, legal paperwork, or family records.
Use File Dividers: Place documents in labeled file folders or envelopes to make them easier to access.
Create an Inventory: Maintain a detailed list of all documents stored in your unit, either digitally or in a hard copy.
Although Rexburg has a relatively dry climate, melting snow and fluctuating temperatures can introduce moisture into storage units. Here’s how to protect your documents:
Silica Gel Packs: Place these inside boxes to absorb moisture and prevent dampness.
Moisture Barriers: Line the bottom of your storage box or container with plastic sheeting.
Elevate Your Boxes: Use pallets or shelves to keep your storage boxes off the floor, protecting them from potential water damage.
Rodents and insects can wreak havoc on paper materials. Minimize this risk by:
Sealing Boxes Tightly: Use containers with secure lids to prevent pests from entering.
Avoid Storing Food Nearby: Even a forgotten snack can attract pests to your unit.
Inspect the Unit Regularly: Check for signs of pests, such as droppings or chew marks, and alert Sage Storage if you notice any issues.
While your documents are stored safely, you may still need to access them from time to time. Here’s how to ensure easy retrieval:
Create a Filing System: Use a logical order for your documents, such as alphabetical or chronological.
Keep Frequently Used Documents at the Front: Place items like current tax records or legal documents in easily accessible boxes.
Use a Digital Backup: Scan and save digital copies of essential documents for quick reference.
Idaho’s winters can be harsh, and protecting your documents from the elements is vital.
Seal Containers Properly: Ensure lids are secure to prevent snowmelt or condensation from seeping in.
Check for Leaks: Periodically inspect your unit to make sure it remains dry and secure.
Even with the best precautions, accidents can happen. Investing in storage insurance that covers document damage or loss can provide additional peace of mind.
Regularly visiting your storage unit allows you to spot any potential issues before they escalate. Check for:
Moisture buildup
Pest activity
Box wear or degradation
Storing important documents in self-storage requires careful planning and attention to detail. At Sage Storage in Rexburg, Idaho, we provide secure and accessible units that, combined with the tips outlined above, can help you keep your documents safe. Contact us today to learn more about our facilities and storage solutions.
