Preserving your business records should be a concern for any restaurant owner. Correctly storing documents is important because improper storage techniques can lead to damage, such as foxing (an age-related process of deterioration that causes spots and browning on old paper documents). Restaurant owners need to take care of important documents like invoices, insurance papers, employee records, and contracts because you never know when you may end up needing them in the future.
There are many ways to store paper documents and files. During my 30 plus years of experience in the document storage industry and my time at Data Storage Centers in Phoenix, Arizona here are a few tips I always tell business owners to keep their documents safe.
Storing Your Documents
Paper files and documents need extra care when placing them in storage, whether that is in a filing system or at an off-site storage center. Store papers in a controlled environment featuring a cool, dark, and dry space. Placing papers in standing file folders causes them to curl and wrinkle over extended periods of time. Exposure to extreme heat, moisture, and light can also damage the documents. When storing for extended periods of time, use acid-free alkaline containers to prevent damage.
Avoid keeping documents in areas with high humidity. These areas include attics, basements, or even in an office close to the kitchen in restaurants. Kitchens are often filled with steam and grease in the air that causes damage to your documents. Storing documents in high-humidity areas will cause molding and foxing, which is the browning of papers. Always store your documents in a room with an average temperature of 72 degrees Fahrenheit and a consistent humidity level of 35 percent. You can achieve this desired environment by using a secure room with a humidifier to regulate the level of humidity in the air.
Office record storage
When deciding which documents to store, first find documents you want to keep close at hand. Always keep business documents from the previous year on-site and in a filing system where you can find them quickly. If you are hurting for storage space, store paperwork going back 3 to 5 years or longer at an off-site storage facility. Keep other documents and paystubs at an off-site storage facility to free up space in your office.
Off-site Storage
If you don’t have room at your restaurant to store your documents, you will want to consider using an off-site document storage facility. The first thing to check when choosing an off-site storage facility is the level of security. Many facilities provide secure storage in locked rooms and provide scanning and barcode placement on the documents for quick access. Keeping your documents safe is always a priority.
Business documents contain many years of confidential and important information. Restaurant owners rely on this information when making decisions for their businesses. Outsourcing your record keeping to an off-site facility is the best way to safeguard against theft, misuse, potential legal penalties, and unauthorized access.
Never use self-storage centers
It is the restaurant owner and manager’s job to keep the business’s information safe. It is tempting to rent a self-storage facility and pile up boxes of old files. This is the last thing a business owner should do when it comes to storing papers. Self-storage facilities are not as secure as off-site record storage centers. They are also susceptible to damage from fire, water, and even theft.
Secure destruction of documents
Destroy old, out-of-date documents that are no longer needed. The safest way to ensure your documents are safely destroyed is by hiring a professional shredding company to come to your business. Hiring one of these businesses will help you keep your information safe. Shredding documents yourself in your office can be a big security risk as you are usually shredding the documents and then placing them in your dumpster on-site. While you may think your shredding of the documents keeps them safe, thieves can still find important information.
Hire a professional on-site shredding company to visit your business to ensure your information is securely destroyed and sent directly to a recycling center. Professional on-site shredding is the safest way to destroy documents because you can witness the destruction process and keep chain of command. Always use an on-site shredding company for destroying important papers.
Storing old business files is important for any restaurant owner because you never know when a situation might arise where you need access to them. Mildewed or stained documents won’t be helpful if you have a situation where you need tax files or business contracts. Restaurant owners need to consider professional storage facilities when storing documents. Following these guidelines will keep your important papers and files safe and secure.
Jerry Dilk is the Senior Consultant of Information Governance at Data Storage Centers in Phoenix, Arizona. Data Storage Centers are experts in the storage and organization of physical media and sensitive records for commercial enterprises.
Patty Caradonna is the owner of PROSHRED Arizona located in Tempe, Arizona. PROSHRED Arizona are experts in document shredding for businesses and individuals.