[PL] How do I store documents in the warehouse?

Running your own business always involves piles of documents that need to be archived over several years of operation. Despite the implementation of processes to digitise company documentation, there is still a lot of paper that needs to be kept in physical form. Learn about the principles of document storage in a warehouse and how to organise a functional space for collecting company documentation.

Rules for storing documents in the warehouse – what do the regulations say?

According to the current legislation on document storage in a warehouse or archive, the storage period is 5 years. During this time, all company documentation must be stored in a secure location so that only authorised persons have access to it. What documents are referred to when it comes to the 5-year archiving period? It is mainly about such writings as:

invoices,
tax returns
receipts,
cash register reports,
adjustment documents,
receipts for payment of contributions,
and many others…

Virtually everything related to company finances and taxes requires a 5-year archiving period. Such a long retention period without the implementation of digitisation processes for company documentation translates into the need to organise a suitably large and secure storage space for the documentation.

Storage of warehouse and company documents – how to do it?

In order to securely store company documents in a storage space, it is necessary to designate a place on the shelves where the documents will be placed. It is also a good idea to establish a top-down policy for storing documents in the warehousee to avoid a breach in the security of confidential data collected by the company.

A few steps that separate you from securely storing documents in a warehouse are:

Creating a plan for organising the storage space.
Segregating documents by subject category.
Placing letters and other documentation in sealed containers.
Arranging boxes and trays of documentation on storage racks.
Describing the shelves so that documents are easier to find.

So how should documents be stored in the warehouse? Proper space planning is essential. It is therefore worth finding out all about storage containers. Once you have recognised the popular types of storage boxes, you will be able to choose the most favourable solutions for your warehouse.

E-commerce warehouse equipment and storage of warehouse documents

The person in charge of organising the space in the warehouse should know perfectly, how to equip the warehouse. E-commerce is an industry where a huge amount of documentation is generated, such as sales invoices and confirmation of the generation of waybills for parcels along with shipment reports. In order to organise the space so that storing documents in the warehouse is convenient and secure, it is worth investing in equipment such as:

Of course, for filing purposes it is also useful to use cardboard and A4 boxesas well as 3-ply corrugated cardboard boxes. By enclosing company documents in such packaging, you can be sure that they will not be damaged and that their storage will be more convenient and easier.

To ensure that storing documents is not a problem, it is also a good idea to equip your warehouse with storage racks and platform trolleysIt is also a good idea to equip your warehouse with storage racks and platform trolleys, which can be used to transport even larger piles of documents for temporary storage in the warehouse.

Archiving and storing documents in the warehouse – is it safe?

By investing in tried and tested warehouse equipment and accessories, which make it easier to organise storage space, it is possible to store company documentation without any problems and without any risks – even for the legally required period of 5 years.

If you want to make sure that your storage space is not disturbed by the documents you collect, it is essential to know tips, how to keep your warehouse tidy. This will help you implement the right measures and invest in warehouse equipment that will make it easier to keep things tidy, even with the large volumes of documentation submitted for storage.

So you don’t have to worry about the security of the documents stored in the warehouse. All you need to do is to separate one or more shelves to be used as a document archive, and to accurately describe the individual shelves and boxes.

Is storing documents in a warehouse a good idea?

Adapting part of your warehouse into an archive for your company’s documents is a good way to reduce the expenses associated with having to rent a room for your company’s archive. All you need to do is invest in labels, hang tags and marker tags, magnetic strips and labelling machines.

Such accessories, in combination with a well-planned shelving arrangement and sturdy plastic or corrugated cardboard containers, make it possible to efficiently prepare the space for the long-term storage of company documents – safely, cheaply and with the possibility of quickly finding archived writings.