File Storage

Description of file storage

The number of files in companies can grow over time and become a problem. Most documents are not used every day or only rarely. However, companies cannot destroy files because many folders contain documents that cannot be destroyed due to legal retention periods. You can reduce the number of binders in your company by storing your files. This gives you easy access to the documents you need and want, when you need them.

Adequate file storage is important to create suitable storage conditions for company-related documents. So that you can meet the existing retention periods, separate storage rooms or an external file storage facility are the right solution. With the help of these implementations, it is possible to create suitable storage conditions for company-related documents and to meet all legal requirements. Observe the statutory retention requirements - depending on the type of document, this is 8 to 10 years. As long as you keep the documents, it should also be ensured that the legibility of the documents is preserved. For how long you have to store the documents, see the Tax Code and the Commercial Code.

It is particularly suitable for tax consultants and lawyers who have to keep numerous documents from clients. Logistically, it leads to simplifications to ensure the associated necessary requirements in an external file store. At LAGERflaeche.de you will find suitable rental properties. This way you are on the safe side and always have your documents with you completely, traceable and undamaged. Offsite storage can be a great way to save money on your building, especially in areas with high office rents.

The recommended properties for a storage room according to DIN ISO 11799 are listed below:

• The ideal room temperature is between 8 and 16 degrees.
• The relative humidity should be between 45% and 55%, with a range of +/- 3 percent.
• The climatic conditions must be constantly monitored and should be as constant as possible.
• Natural sunlight can also damage paper, so file storage needs to be protected from direct sunlight.

Advantages of a separate file storage

• In most cases, adequate control of air, light and climate is ensured - thereby preventing mold and pollutants
• Ensuring that legal requirements are met and that the documents are stored appropriately for the required period of time
• The possibility to access a structured archive yourself at any time
• Such a form is suitable for a large number of contractual matters and the resulting large number of documents

Disadvantages of a separate file storage

• In order to implement DIN ISO 11799 in a practically secure and structured manner, the archive environment must meet certain standards.
• Since the documents can contain sensitive data, the room must be protected against access by unauthorized persons.
• The room in which you store the files should therefore not be exposed to large temperature fluctuations and should not be exposed to direct sunlight.
• Storage facilities for document archiving are not accessible to the public, the doors should always be locked and well protected.
• The building itself may only be located in an area that is protected from earthquakes and flooding. High storage, acquisition or rental costs plus expenses for heating - resulting in a high need for subsidies.

For more information about the various types of warehouses, a look at our types of warehouses overview page is a good idea, where we offer you a lot of other interesting information.