Best Practices for Sending Records Offsite

When preparing your records for offsite storage it is vital to organize them properly. Here are a few tips to assist you during the packing process. These tips will simplify organization and allow for easy retrieval when you request a stored document.

1. Select the correct size box for the records.  8 1/2 x 11 paper should be stored in a standard record storage box (10” x 12”x 15”).
2. Do not pack hanging files (Pendaflex) in a box to be stored offsite.
3. Review the retention policy annually.  Follow the retention policy for storage and destruction.
4. Store records with like retention periods in the same box.
5. Records should be in an organized format.
   1. Alpha
   2. Numeric
   3. Chronologic
   4. Terminal digit
6. Be sure all the tabs on the file folders are facing the front of the box.
7. Be consistent when using box numbers and/or prefixes.
8. Be consistent in the description of the contents and include the year.  If the year is the most important searching factor, begin the description with the year (using 4 digits YYYY). 
   1. Example:  2009 Accounts Payable OR 2009 Accts Pbl OR 2009 A/P
9. Assign authorized personnel to have online access and access to the records at your offsite facility.  Be sure to update the authorization list at least annually or when there are changes in personnel.

With these tips, you are now fully equipped to pack your old documents and store them offsite. When you begin packing, remember that Fireproof sells all the necessary storage boxes. To order boxes, call us at 614-299-2122 or email sales@fireproof.com.

Happy Packing!

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Tags: offsite storage tips, Records Management