It’s that time of year again. You have the desire and the drive to reorganize that records room, so what’s holding you back? Perhaps it’s last year’s storage plan!

Remember, an efficient organizational system requires a logical archival process, an awareness of retention requirements, and most importantly, the right records storage products for your needs.

First, determine how often you refer to your documents. Any files you refer to frequently on a daily or weekly basis should be considered “active” records. The key to organizing these files is accessibility. Use Bankers Box® records storage drawers to keep files at your fingertips ? these corrugated file drawers maximize limited storage space and are ideal for rooms without shelving units.

For records that are two or more years old, or retained for legal reasons, choose an “inactive” storage system. The key to organizing these files is durability ? the more you access these important older documents, the stronger the system you’ll need. A stronger system helps prevent box cave-ins, which reduces the likelihood of scattered records or premature file destruction. That’s why Bankers Box® storage boxes are up to 85% stronger than basic boxes. They’re built to last for strength you can count on. Our maximum strength boxes can even withstand up to 850 lbs. of stacked weight! Next, consider legal retention requirements. Records management isn’t just a priority ? it’s a legal obligation. Under the Sarbanes-Oxley Act, companies can be subject to stiff penalties if they destroy potentially relevant financial documents that might aid auditing procedures. Conversely, companies and individuals that do not properly destroy confidential information before throwing it away could be subject to prosecution and fines under HIPPA and FACTA legislation.

The key to legal compliance is planning. Find out what you need to keep and what you need to destroy. Shredding documents you no longer need is one of the best ways to keep confidential information out of the wrong hands.

Finally, choose the right storage system for your needs. It may be the box you’ve always ordered, but that doesn’t mean it’s the right box for you now. Ask yourself if you have the right tools to keep that records room organized:

Is your storage system strong enough? If you have a lot of buckled or caved-in boxes, you need a stronger system. Bankers Box® products now feature new graphics to make it easier to choose between maximum strength, extra strength, and basic strength. As a general rule, trade-up to the next strength level for secure, stackable storage.

Do you need storage boxes or storage drawers? You should consider accessibility needs and also the storage space you have. Choose storage drawers for easy access or to make the best use of your storage space. They’re also ideal for rooms without shelving. Use storage boxes for archival storage in just about any storage space. Make sure the level of strength you choose is appropriate for how much you plan to stack.

Do you have any special needs? Bankers Box® makes a storage system for just about every need. From sorters to check boxes, we can offer you a better way to keep what you need to store in good order.

After all, on average it costs $120 in labor to track down a misplaced document or $250 to recreate it. Save time and money by choosing the right system from the start.