Best Labelling Practice Before Storing your Documents.

Best labelling practice before storing your documents.

Create documents’ “Visual Aids” now and simplify document filing and retrieval in the future

As your business continue to grow, you might notice that your documents continue to grow as well. That is a good sign of a greater success for your business in the future! At Cube Self Storage, we want to help you to manage the growth of your documents by creating space for your new files. How? Store your old files in our climate controlled storage facility. But before transporting all your documents into your storage unit, here are three levels file identification and labeling that would help simplify and facilitate your document filing and retrieval. Naming and labeling serves as a visual aid that would help you identify individual record series quickly and efficiently.

1. Level ONE: Label your drawer and/or shelf

Labeling your drawers and shelves will organise your documents better. A good organisation system will make it easier to retrieve a specific document in the future. To label your drawer and/or shelf, make sure that your labels are typed in uppercase and include:

  1. Primary classification
  2. Secondary classification (your record series)
  3. Dates

2. Level TWO: File guide labels (also known as Tabs)

This label serves as the “signpost” that would lead a document searcher to a specific portion of the file. There are several ways of using Tabs:

  1. Highlight a primary classification;
  2. Highlight the record series;
  3. A specific year;
  4. Or a specific portion of file within a record series.

Remember, it is always best to show the primary classification and secondary classification (which is the record series) on your Tabs.

3. Level THREE: File folder labels.

Always label your folders. A good file folder label should include:

  1. File code (if you have a record management system) or simply a full record series title;
  2. Folder title;
  3. And date(s) — usually inclusive dates of the file contents.

Now that you have your documents’ visual aid ready, give us a call at 03 7772 9171 or email us at cs@cubeselfstorage.my and we will arrange transportation to pick up your documents to our climate controlled storage facility.

 

Contact us today to learn more about our document storage and enjoy *RM 1 for your first month’s storage rent.

 

 

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  • Avatar k y ★★★★★ a year ago
    My first experience, Visa the lady assisted me patiently through every steps. She is not only approachable but very professional, … More putting herself in the customer's shoes and understanding all my doubts and answering all my questions patiently. She also followed up with my experience after using their service. Very good customer service, and I definitely will use their service again.
  • Avatar Gautier Third_Generation ★★★★★ a year ago
    Nice storage place, staff are friendly and helpful. Many thanks to Miss Visa and Mr.Tilon for the smooth experience.
  • Avatar Farah Aqilah ★★★★★ a year ago
    The cheapest storage with climate control feature. Visa was very attentive to our request, always follow up & more over … More she helped us to save even more. She recounted our boxes and gave us final price based on our boxes & not quotation. Very honest team & we are happy to store at Cube Self Storage. Overall, its 6 out of 5 experience.
    Thank you!

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