Records Management Blog | Practical Records Management

Document Storage Boxes - They're more important than you think!

Posted by Michael Thomas on Mon, Apr 19, 2010 @ 05:05 PM

A few weeks ago we made some recommendations regarding choosing the best box for your document storage needs, and the truth is that we can't emphasize enough how important this is. We found that countless companies are still storing their information in Copy Paper boxes, and the results are well, less than outstanding.

Copy paper boxes are made for a very specific purpose. They are designed to ship packaged paper from manufacturer to distribution to consumers. Once the paper has arrived to the consumer, that boxes lived its useful life, and not much more can be expected. Unfortunately companies seem to see an empty box and think that'll make a great place to store their important files. Please avoid this temptation.

Archive Boxes, such as the Paige Miracle Box, are designed to stand the test of time. They manufactured specifically for storing documents. They’re made with double walled construction to ensure that they can be stacked regardless of whether or not their contents are full. In addition they manufactured to a higher standard using reinforced cardboard to ensure that they don't break during transit and have handles which make them easier to move around the office.

Another differentiator between copy paper boxes and archive boxes is capacity. Archive boxes are designed to handle documents in either portrait or landscape storage meaning that you can store both letter and legal documents, depending on the orientation, and they also accommodate the full height of 8 1/2 inches per page, which is not the case with most copy paper boxes.

If the budget is tight and you must use copy paper boxes, at least be sure that you're putting some duct tape or packing tape around the outside to make sure that the box stays together during storage. I can tell you from experience that there's not much more frustrating than having 2,000 pages strewn across the floor because inferior boxes fallen apart. Using the right boxes for document storage is such a simple decision to make that easy to overlook, but making sure to plan in advance can help you to avoid a big mess further down the road.

Tags: File Storage, Records Management