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When it comes to archiving your documents, there are three main storage solutions to consider: traditional storage, digital storage, and scan on demand storage.

Different ways to archive documents When it arrives to archiving documents, there are three major storage solutions: physical archiving, electronic archiving, and scan-on-demand storage.

Physical Security Paper documents should be placed in an area or a room that can be locked when it is unoccupied. Instead of leaving hard copies lying around, businesses should invest in secure storage cabinets. Steel storage cabinets can be used to store important materials.

Paper documents should go into a locked location. Crucial items ? such as birth and marriage certificates, titles, wills, insurance policies ? are candidates for a safe deposit box or fireproof safe. Store the safe ?somewhere not obvious in the case of a break-in,? Madison says, and keep digital copies of its contents.

Practice the 3-2-1 rule. ... Choose a physical storage space that will help prevent degradation of your physical archival assets (such as paper degradation due to sunlight and humidity) Photograph or scan physical archival assets in order to create digital backups in case of loss, theft or natural disaster.

Good storage significantly prolongs the preservation of paper materials and includes: A cool (room temperature or below), relatively dry (about 35% relative humidity), clean, and stable environment (avoid attics, basements, and other locations with high risk of leaks and environmental extremes)

This option is more traditional ? you simply archive your paper files by filing them away in a secure filing cabinet or you can choose to use an off-site storage provider to create space. An off-site storage facility is the better option for storing hard copies long-term or for files that are not needed often.