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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 Invest in a powerful shredder to pulverize your outdated financial documents and dedicate a slow work day to cleaning out your file cabinets (or delegate the task to an intern).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.

Weleski Knows Pittsburgh Office Movers

 

Office movers in empty store

Look at the list of businesses in Pittsburgh, and you’ll see a wide range of industries at work. Steel, construction, retail, food and beverage, energy, chemicals, computers, financial services, and pharmaceuticals are just a few industries located throughout Pittsburgh and its ten-county region. They include many well-known, national names as well as thousands of local and regional companies. All of these businesses depended on professional office movers.

As one of Pittsburgh’s very first office movers, we’ve been a partner to the local business community for more than 100 years. We routinely provide moving and storage services for many of the national names as well as for hundreds of local businesses. They come to us for our experience and the professionalism we bring to help them operate efficiently and profitably.

Businesses make money when they are productive, and they lose money when they aren’t. That’s why we emphasize planning on every office relocation. The move plan is how we save, and make, money for our clients. A well-thought-out move plan provides the best guarantee that a business will maximize its productivity during a move. Our plan specifies exactly what actions are to be performed, who performs them, and a schedule for their completion. It literally is the single most important part of any office relocation. For some office moves, depending on the size and complexity, we may recommend embedding our project manager on site.

Our company provides all the tools and facilities to orchestrate office moves of any size. As standard procedure, we protect everything to prevent damage. This includes pad and/or shrink wrapping for furnishings, as well as cardboard and other protections for doors, doorways, floors, and elevators.

We provide commercial warehouse space for short- or longer-term storage. For some projects, we receive furnishings, fixtures and equipment at our warehouse and provide scheduled deliveries to the business. We provide a heated, clean facility with advanced security systems, optional rack storage, and in-rack fire suppression (sprinklers). Our warehouse includes multiple  docks for cross-docking to facilitate swift transfer of goods between carriers.

As a member of BOMA (Building Owners and Managers Association), Weleski Transfer stays abreast of changes that affect commercial property owners and managers. We are committed to bringing a well-informed perspective and knowledge of the industry to our commercial clients. We also provide records management services, including storage and retrieval, archiving, and certified destruction of documents.

Our office movers worked hard to earn the trust of commercial clients throughout the Pittsburgh area. We welcome the chance to provide a proposal for your office move. Click here to get your office relocation plan.

Face Piles of Files – Record Management

From accounting to marketing, from sales to human resources, record-keeping comes with a lot of paper baggage. Even in this so-called digital age. Checks, invoices, reports, contracts, etc. all add up to hundreds (if not thousands) of pounds. After a while, you have a scattered Rubik’s cube of cartons cluttering your workspace and stretching your storage. (Did […]