Storing and keeping track of electronic files, photos, and documents is easy through cloud storage on your computer, but what do you do about all those hard copies? Paper documents, statements, bills, and tax returns can take up extra space on your desk and in your home office, creating confusion and causing disaster when items get lost or damaged. A Phoenix storage unit provides the perfect solution for holding onto important files safely and securely, while also letting you reclaim room on your desk and in your file cabinets. Knowing what to pitch and what to save is half the battle, and we have collected some handy tips for helping you make the right call. Guidelines for Storing Paper Documents Many of us have drawers and files full of statements, bills, and receipts, with important, personal documents included in the mix. While your intentions may be good in keeping these things in neat, organized files or boxes, the fact that they are often added to regularly makes clutter hard to avoid. Phoenix storage units provide a safe, temperature controlled place to keep important papers you need to hold onto, but do not need on a daily basis. With units that are easily accessible and designed to meet every need and budget, they provide the perfect way to get and stay organized, while creating more room on and in your desk. When deciding on what to hold onto and how long to keep it, follow these guidelines from Consumer Reports: Permanent files: Documents you will want to keep safe and hold onto forever include birth and baptismal certificates, military draft and discharge papers, marriage license and divorce decrees, life insurance policies, citizenship papers, and personal identification documents; Long term files: It is recommended that you hold onto tax returns, income receipts, and year end account statements for at least seven years. You will also want to hang onto warranties and receipts for major purchases, loan documents, and titles for cars and real estate for as long as you own the property. Short term files: It is smart to hold onto bank and account statements, property taxes, and utility bills for at least a month or until you receive your next statement. These documents, as well as ATM and purchase receipts, can help you track your spending and alert you to any unauthorized activity, while also being used to claim deductions on your tax returns. For those who own their business or are self-employed, it is vitally important to track your expenses. Under IRS guidelines, the burden of proof is on the taxpayer to substantiate any deductions or expenses you claim through evidence such as receipts, cancelled checks, and account statements. Organizing Your Desk and Files Once you have organized your documents into the above groups, it is time to organize them for storage. Create short term files on your desk or in drawers for monthly account statements, while keeping separate files for both receipts and bills. If you do own a business or are self-employed, keep those bills and receipts separate from your personal and household expenses. Phoenix Business Storage Solutions Everything else can go into your Phoenix storage unit, saving you valuable room in closets and drawers, while ensuring your documents stay in a safe, secure setting. Consider using hanging file cabinets and boxes in your unit to separate long term files, and use a lock box to keep all personal identifying information together. Unfold important papers to prevent creasing, use colored folders and labels for easy identification, and allow space to add additional documents as needed. Keep a master list at home on your desk of the items you are keeping in storage, with a brief description of the document and where it is located. And, of course, if you need any more suggestions regarding how to utilize your storage space, don’t hesitate to reach out to us for help. US Storage Centers 4860 North 83rd Avenue Phoenix, AZ 85033 (866) 858-7031
