Storing documents in a storage unit is a practical solution for businesses and individuals who need to keep important records safe. However, without proper precautions, documents can be damaged by environmental factors, lost due to poor organisation, or even stolen.
Following the right storage practices ensures that document storage Dubai remains secure and in good condition for as long as needed.
Choose a climate-controlled storage unit:
Paper documents are highly sensitive to temperature and humidity. Excess moisture can cause mould and ink fading, while extreme heat can lead to brittleness. A climate-controlled storage unit maintains stable conditions, protecting documents from environmental damage. If storing important records long-term, this feature is worth considering.
Use fireproof and waterproof containers:
Unexpected events such as fires, floods, or leaks can put stored documents at risk. Placing them in fireproof and waterproof containers adds an extra layer of protection. These containers are designed to withstand high temperatures and prevent water damage; ensuring documents remain intact even in emergencies.
Organize documents properly:
Stacking papers loosely or piling them into boxes without order makes retrieval difficult and increases the risk of damage. Using labelled folders, binders, or filing cabinets helps keep documents organised and easy to access. Arranging them by category or date also reduces handling, which can wear down paper over time.
Limit access to the storage unit:
Sensitive documents should only be accessible to authorised individuals. Using a storage unit with secure access control, such as PIN codes or biometric locks, reduces the risk of unauthorised entry. Keeping a record of who has access and when they retrieve documents adds another level of security.
Protect against pests:
Rodents and insects can cause significant damage to stored documents by chewing paper or nesting in storage boxes. Sealing documents in plastic containers, avoiding cardboard boxes, and ensuring the storage unit is regularly maintained can help prevent pest infestations. Some facilities also offer pest control measures for added protection.
Keep digital backups:
Even with secure physical storage, it is always advisable to have digital copies of essential documents. Scanning and storing them on a cloud-based service or external hard drive ensures information is not lost in case of damage or theft. Encryption and password protection add an extra level of security for digital backups.
