Storage of documents and archives

Companies engaged in any business area have to keep a large number of documents. Sooner or later it is necessary to allocate a separate room for the placement of important papers.

In the absence of free space and/or unwillingness to organize on it the appropriate conditions, it is necessary to get to the services of specialized storage. Third-party services will provide a high level of confidentiality and document retention.

For reference: The period of temporary storage is from 1 to 75 years. Permanent storage papers for the first 10 years should be in the organization itself. After they can be passed to the archive.

Requirements to the premises

The hall, which will be placed under the placement of important documentation, should have:

• grates on windows if the building is on the first floor of the building;
• fire safety system;
• ventilation, which ensures constant air recirculation, temperature and humidity levels.

Trimming of the room should not serve as a source of dust, allocate to the atmosphere aggressive chemical components. The premises should be subject to regular hygienic procedures, which are required to support favorable microclimate. The documents should not fall direct sunlight.

Preparation for submission to the archive

Before you send paper to the archive, you must:

1. To organize the documentation: Sort in chronological order, to put numbers on pages, to sew letters.
2. Draw a description: A list with the number, names and sequence number of pages.
3. To form a letter-certificate, having prescribed in it the total number of pages and their actual condition (poorly read text, filled areas, torn areas).

The simplest solution is to apply to a specialized service, which provides archival storage services. The staff will provide detailed consultations on the proper preparation.

Necessity to store paper

Any company operating on the territory of Ukraine shall keep business documentation during the period provided for this type of paper. These are the following types of documents:

• Accounting (invoices, statements, cash checks, reports, etc.);
• Commercial (contracts, agreements, etc.);
• Personnel (labor agreements, leave schedules, appointments orders, etc.).

Paper preservation is allowed to be provided independently, with the help of special subdivisions, or to apply for services of third-party organizations.

It is forbidden to throw away and destroy some, including not used, documents. They may be demanded by representatives of supervisory authorities. For example, tax officers. Administrative sanctions are provided for lack of or improper archival storage.

If you are interested in low-cost warehouse rental for non-permanent or long-term storage of documents, please contact Tetrisbox . Your documentation will be in optimal conditions – with constant temperature and humidity. The service of storage of things will provide it 24 hour security (video surveillance). Storage areas, garages and boxes “Tetrisbox” are located in Kyiv and Lviv.