When it comes to storing digital data, records or physical stock some companies do it better than others.
In this article, we will take a look at some of the most common business storage mistakes that companies make and how to best avoid them for your business.
Mistake number 1 – Storing everything digitally
Digital storage or cloud storage as it is more commonly known is one of the best inventions of the modern world, it allows you to store all of your records, databases and even websites in one place to keep them safe.
However, storing everything in the same place even if that place is more secure than Fort Knox is still a big risk to take. Cloud storage uses high levels of encryption and the chance of a data breach is very low, but that doesn’t stop one of your employees carelessly using a weak password or accidentally deleting important files.
If you need to keep important files we are not saying to stop using cloud storage solutions, instead, we are saying to be extra careful and make sure that anyone that has access to your cloud storage accounts has the relevant training and understands the importance of the information that they have at hand.
We also recommend that you keep physical copies of all your important records along with digital backups kept on hard drives in separate locations.
Mistake number 2 – Keeping your important records in your office
If you conduct meetings at your office and have multiple people coming in and out, there is a case for not storing important records on site. The chances of your records being stolen by visitors to your office are low, but with that said you can never be too careful.
By storing your important records on-site you are also running the risk of having your documents destroyed in the event of a fire. Being in a busy office with old electrical equipment can make your office far more likely to suffer from fire damage.
If you have important documents that you need to keep safe from potential theft or fire damage I would recommend hiring a self-storage container. Self-storage containers are affordable, secure and come in a range of sizes to suit your business needs.
If you are a small business or a sole trader and don’t need an entire storage unit to yourself you can hire out a storage locker.
Mistake 3 – Storing stock at home or in your office.
If you’re a start-up business that sells a product and you’re trying to save money either by working from home or a small office you will run into problems when it comes to storing all of your items.
One of the main problems is inventory management. If you have hundreds of items and you need to store them in your home, it’s going to cause problems with both space and being able to find the product when it’s sold.
If you have nothing else in your home then you may be able to get away with it, but in the real world, most people will have spouses, children and pets who tend to rearrange everything in the house without telling you. If you run a successful eCommerce business this isn’t a problem you want to have.
Storing your stock at home or in the office you sell from is a headache waiting to happen, to get around this you can either hire a warehouse which may be overkill if you’re a small business or you can once again turn to a self-storage unit.
Storage units are great for an expanding business as you can hire out space based on the size that you need and if the business ever goes quiet you can cut down on the space needed. Most offices or warehouses, on the other hand, won’t be so flexible and will require you to sign a lengthy lease.
So avoid these common storage mistakes and help your business.
Scott Evans is the managing director of Pink Storage Newport and has business storage units all throughout Wales.