How to Protect Your Documents from Natural Disasters

When it comes to document storage, there are multiple things to consider. From making sure they’re stored safely and securely to prevent them from falling into the wrong hands to ensuring they’re protected against other things that you have no control over, such as water or weather damage, or even natural disasters.

As the weather is becoming increasingly more turbulent, it’s never been more imperative for business owners to rethink their document storage solutions and strategies, and that’s where Cleardata comes in. We have a team of specialists on hand who are able to ensure the safety and security of your documentation, regardless of how bad the weather becomes. Here’s how you can protect your documentation from natural disasters with professional document storage services and options:

Scan physical documents

If the documentation you’re holding is incredibly important, which all of your paperwork should be, then you should scan your physical documentation into your system. This ensures that there’s a digital copy of your physical paperwork, helping to give you additional peace of mind that, even should your paperwork suffer damage or loss, then you haven’t lost those documents in their entirety. There are other ways of backing up documentation in a digital capacity, so ensure those images are stored on hard drives and other devices so that, no matter what, those documents can be retrieved at any time.

Label & categorise your documents

Labelling everything helps to identify the documentation you’re looking for, whether it’s completely safe and secure or if it’s been hit by water or weather damage. However, it works to keep that paperwork safe in the first place. It avoids confusion and duplication, which also reduces the amount of documentation that you need to destroy as a result of that duplication. It also prevents the wrongful or mistaken destruction of documents. Use a colour-coded system or use stickers to mark your documentation. In addition, use a naming system that includes the following information:

  • The date
  • The author
  • The title
  • The version of the document

Update & dispose of documents

There is a particular length of time that you should be keeping your documents for. When the time comes to destroy or dispose of your documents, then you need to ensure you’re taking the right steps to do that properly. It’s better that they’re destroyed in line with regulations rather than as a result of poorly-kept paperwork that renders itself vulnerable to extreme weather conditions. If it’s out-of-date, irrelevant, duplicated or the deadline has been reached, then destroy that documentation appropriately. Most of the time, people prefer to shred paperwork, but Cleardata can help with data destruction also, if you’re unsure about where to start.

Train & educate your employees

In order to keep your documents safe from natural disasters when onsite, you need to ensure that your employees are trained and educated in keeping that paperwork safe from a wide range of different scenarios and situations. Teach them about all of the best policies and practices surrounding the protection and security of physical documentation. You should also inform them of all of the risks and consequences of data breaches and damage of documentation in their possession. The more they know, the more likely it is that you’ll keep that paperwork safe and secure from extreme weather conditions.

Consider document storage services offsite

Cleardata has the facilities and resources needed to ensure the security of your documentation and paperwork. From the most sensitive and confidential information to phone numbers that are written down for reference, you can rest assured that your documents will be in safe and secure hands with the team at Cleardata.

All of our archive rooms are temperature-controlled, are fully-sealed and are completely protected from the elements at all times. This means that you’ll never have to worry about your original documents becoming damaged by extreme weather events or natural disasters if you choose Cleardata for excellent document storage services near you.