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How to Prepare Documents for Storage

Weleski Pittsburgh Records ManagementOne piece of paper, two pieces of paper, three… Without a document storage strategy, files can accumulate all over your desk. They pile up in near-bursting binders on your shelves, and in every closet and filing cabinet, before you can blink. Unless you have a system of organizing documents by importance, the contracts are probably mixed in with the junk mail. You could probably sooner turn up Bigfoot than your expired insurance policies.

Follow these tips to get organized, put your important documents safely into storage, and achieve mastery over the tidal wave of paper.

Toss or Keep?

You need to keep some documents permanently, like deeds, articles of incorporation, and contracts. Keep others such as accident reports, personnel files of terminated employees, and bank statements for at least seven years. Having these documents on hand or tossing them could mean the difference between winning or losing a lawsuit. For details about how long to keep documents check out this record retention guide.

Go Green

Make a habit of scanning your day-to-day files into manageable, email-able PDFs to save time and trees. Cloud storage applications like Google Drive or Dropbox allow you to organize your documents however you like, and choose who can view or edit them. Invest in a powerful shredder to pulverize your outdated financial documents and dedicate a slow work day to cleaning out your file cabinets (or delegate the task to an intern). Be sure to recycle the paper!

Organize

Stamp your most important documents with retention dates and keep the files with the same retention schedule in the same box for easy disposal after the time is up. Organize all records in boxes by year/date and alphabetical order. Weleski can pick up these boxes and manage them for you, with services including bar coding, indexing, data entry, inventory tracking, transfers, and more. Our facilities are smoke and fire protected, secure, climate controlled, and protected against smoke and fire.

Do you have more questions about how to organize your documents? Want to request a free consultation and estimate? Call us at 724-224-3330 or send us an email and we will share our decades of records storage expertise.

Fret-Free Commercial Storage

If you are searching for “commercial storage near me” or “industrial storage in my area,” you’ve landed on the right page. Weleski Transfer manages 350,000 square feet of secure warehouse storage for businesses in the Pittsburgh and Cleveland areas.

If you were to look inside our warehouses, you would see bright, clean, and well-organized space for office furniture, hospital and medical equipment, electronic machinery, and furnishings, fixtures, and equipment of all kinds. You’d wee rows and rows of storage vaults on racks, accessible via forklifts.

Forklift loader ready for industrial or commercial storage.

Storage is often integral to commercial or industrial relocation. We routinely provide storage for companies when they expand or downsize. Depending on your project, you may schedule pickups and deliveries of goods for a coordinated flow of materials. We provide inside placement at your location, unpacking and crate removal, and installation of office furnishings.

As a standard procedure, we log each shipment in a digital database as it comes in. Then, we note its location in our warehouse precisely for efficient retrieval. When items leave our warehouse, we log them out. Our database is a real-time record of the goods you have with us, whether in our warehouse or on our trucks.

A Few of Our Storage Options and Services:

  • On Site & Off Site Storage. In addition to providing secure storage in our warehouses, we can enhance materials management at the job site. Ask us about our mobile storage options, including containers and low-profile trailers.
  • Climate controlled storage. When you must keep temperature-sensitive goods safe from extremes of heat and cold.
  • Self-Storage. If you require frequent and/or unscheduled access to your inventory, talk to us about self-storage options.
  • Custom Crating and Packing. For large or high-value commercial items, including fine art and collectibles, our custom crating service ensures proper protection during storage and transit.
  • Record Retention and Document Shredding. Our record-retention service offers a secure archive for your business documents and media of all kinds. We also provide scheduled, verified destruction of your records if you wish.
  • Specialized Transportation Services (STG). We specialize in pad-wrapped transportation for delivery of electronics, fine art, trade shows, etc.
  • Inventory Control and Management. You can use our warehouses for distribution of your goods to commercial or retail locations in the Pittsburgh and Cleveland area.
  • Turn Key Handling, Storage, Delivery. Keep your goods safe, door-to-door or dock-to-dock. Contact Weleski today and see how easy it is to turn the key for worry-free commercial storage.

No Need to “Forage for Storage”

As anyone who has ever moved can tell you, buy storage is almost always part of the equation. That’s why our industry is known as “moving and storage”—the two go together like “peanut butter and jelly,” “salt and pepper,” or “rock and roll.”

True, each sometimes stands alone. You might move all of your things directly from one home to the next. Or, you might put it all in storage while you travel the world for an extended vacation. (I love Paris in the springtime!)

So, everyone’s idea of using storage for extra space is different. It might be a few weeks, a few months, or even a few years. It might be some things, many things, or an ever-changing number of things. To choose the right storage option, start by asking yourself a few basic questions.Storage guy in Warehouse

  1. What is the size and quantity of items I need to store?
  2. How long do I anticipate keeping things in storage?
  3. Will I need regular or even occasional access?
  4. Do any of my things need to be in a humidity-controlled environment? (This may be true for some wood and antique furnishings, or pianos, violins, and other sensitive musical instruments.)

Size and Quantity

Weleski maintains over 400,000 square feet of warehouse space at three locations (Pittsburgh and Johnstown, Pennsylvania, and Cleveland, Ohio). A good portion is used by companies for storing their furniture, equipment, and records. However, most of our space is dedicated to household goods. All our warehouses are military approved and all are recognized perennially by Atlas Van Lines for neatness, cleanliness, and quality operation. We run a tight ship!

Length of Time

If we know how long you intend to keep things in storage, we can advise you on which storage option will be most cost-effective. Storing your items in one of our warehouses could limit access to your goods. All our warehouses are equipped with advanced systems for security. These include intrusion, supervised access to warehouses, and fire and smoke detection with sprinkler and/or dry chemical for fire suppression.

Occasional Access

If you will need occasional access to your things, we may recommend one of our self-storage facilities. These offer units in over a dozen sizes, video-monitored, well-lit, gated and secure. As a customer, you get 24/7 keypad access to safely come and go as you wish. We also maintain secure, monitored outdoor storage as an economical alternative for keeping a boat or RV.

Humidity-Controlled Environment

While we offer climate-controlled storage in Pittsburgh and Cleveland, we reserve a special area with air conditioning for things that are sensitive to changes in humidity. If you are unsure, we can discuss whether this option is advisable for your goods.

When you go looking for storage, there’s no need to forage. Weleski makes finding the right storage solution simple. Give us a click and we’ll get in touch to help.

Moving and Storage. Lots of Storage.

You almost always hear the word “moving” in the same breath as “storage.” There’s a good reason. Very few moves take place without some form of storage. Whether it’s storage in transit before final delivery to the home—or longer-term warehousing for additional weeks, months, or even years—storage is practically synonymous with moving.

Storage Warehouse

Household Goods Storage
At Weleski Transfer, we provide storage options for practically any moving scenario. The largest part of our warehouse space, about 350,000 square feet (between our three locations in Pittsburgh, Johnstown and Cleveland), is used for palletized household goods storage. About a third of this is also approved for the military—we are proud to serve our nation’s service men and women when they transfer.

We keep our customers’ household goods inside sturdy, uniformly sized containers and organized on racks. Some things are too large to fit in the containers, and we keep those items in a mezzanine dedicated especially for overstuffed and bulky items. At our Cleveland facility, we have also invested in an industrial rack system with built-in sprinklers. Throughout all of our facilities we maintain systems to monitor for intrusion, fire, smoke, and water. Keeping goods secure while in our possession is a high priority.

Climate Controlled Storage
We also maintain about 15,000 square feet of climate controlled storage. We regulate the temperature and humidity to make this space suitable for many different kinds of sensitive goods, from fine art and museum pieces to wine collections, x-ray films, and more.

Commercial Storage
We also dedicate about 150,000 square feet to commercial storage. Store fixtures, furnishings, electronic equipment—we store a variety of goods. And we coordinate their movement to all sorts of commercial destinations—office buildings, factories, stores, restaurants and hotels.

Self Storage
We also maintain a separate self-storage facility for our customers. This storage option is useful when people need quick and/or frequent access to their things. Of our 200,000 square feet of self-storage space, about ten percent is heated.

Records Storage
Many businesses require offsite data storage, and they count on Weleski Transfer to keep their records safe, whether paper or digital media. We also offer destruction in industrial shredders with official proof of destruction.

In future blog posts, I’ll go into our storage capabilities in more detail. For now, suffice it to say if you have a need for storage when you move, we have the facilities to keep your things secure until you are ready to take delivery. Contact us today, or give us a call now: 888-224-3330