Important document holders for birth certificates, land certificates, diplomas, and agreements should not be stored carelessly. These documents are crucial for archiving as they pertain to ownership and the legality of assets, helping to prevent ownership conflicts.
However, many people make mistakes in storing them, which can lead to damage or even loss of these documents. This article will discuss common mistakes in storing important documents and provide practical solutions to avoid them.
Tips for Choosing an Important Document Holder
There are seven factors you should consider as strategies for maintaining your important documents. Here are seven strategies to prevent damage to your important documents:
Avoid Laminating Documents
Many people think that lamination can protect documents from water or dust damage. However, the lamination process can actually damage certain documents, especially those that need to be re-stamped or re-signed. Additionally, laminated documents tend to change color and texture due to the heat applied during lamination.
Tips:
- Use plastic sleeves or plastic folders to protect documents without laminating them.
- Store documents in special document folders or albums to keep them clean and uncreased.
- If your documents have already been laminated, consult a document restoration expert to restore them to their original form without damaging the content.
Create Digital Copies
Many people rely solely on physical documents without making digital copies. If the documents are lost due to fire, flooding, or theft, replacing them can be challenging.
Tips:
- Scan or take high-resolution photos of all important documents.
- Store digital files in secure cloud storage services such as Google Drive, Dropbox, or OneDrive.
- Use encryption or password protection on digital documents to prevent unauthorized access.
- Keep digital copies on different devices, such as a laptop, external hard drive, or flash drive.
Choose a Sturdy Storage Place
Some people store important documents in unsafe places, such as under a mattress, in an unlocked drawer, or in areas vulnerable to water and heat damage.
Tips:
- Store documents in a fireproof and waterproof safe for maximum protection.
- Avoid storing documents in direct sunlight, as this can cause the paper to yellow and become brittle.
- Ensure the storage area has stable humidity levels to prevent mold growth on documents.
Use Labels or a Filing System
Documents are often mixed together without a clear arrangement, making them difficult to find when needed.
Tips:
- Use labeled folders or files for each category of documents (e.g., ownership documents, education, finance, etc.).
- Store documents in filing cabinets or special storage boxes with an index for easy access.
- Create an inventory list of documents that records the storage location of each important document.
Ensure Document Security
Leaving documents in easily accessible places without adequate protection increases the risk of theft or misuse.
Tips:
- Store documents in a place accessible only to trusted family members.
- Use a safe with a lock or combination code.
- If storing digital documents, use strong passwords and two-factor authentication features.
Regularly Check and Update Documents
Many people store documents for years without checking them, which can lead to outdated information or unnoticed damage.
Tips:
- Check documents at least every six months to ensure they remain in good condition.
- Ensure all documents are still valid and update them if necessary (e.g., passports, identity cards, or insurance policies).
- Replace protective plastic covers if they start to yellow or deteriorate.
Create Backup Documents
Many people only have one physical copy of a document without keeping additional backups.
Tips:
- Make copies of physical documents and store them in different locations, such as a relative’s house or a bank.
- Use notary services or legalization to duplicate official documents.
Properly storing important documents is a crucial step in maintaining their security and authenticity. By avoiding common mistakes such as laminating documents, failing to make digital copies, and storing them in unsafe places, you can ensure that your documents remain in good condition and ready for use at any time.
Implement a good storage system, ensure security, and conduct regular checks to keep all documents safe and organized.
Recommended Secure Document Storage with SpaceHub
If you are looking for a secure and organized document storage solution, a self-storage service like SpaceHub can be the best choice. SpaceHub provides secure, fireproof storage units with ideal temperature control to maintain the quality of your documents over the long term.
Some benefits of using SpaceHub for document storage include:
- High Security: Storage spaces are equipped with 24/7 security systems, including CCTV and restricted access.
- Protection from Damage: Storage units are designed to protect documents from humidity, heat, and fire risks.
- Flexible Access: You can access your documents anytime without worrying about loss or damage. You can use micro or tiny model storage units as document storage options.
- Various Storage Space Options: SpaceHub offers different unit sizes that can be customized to your needs.
By choosing a professional storage service like SpaceHub, you can ensure that your important documents remain safe and protected from various risks.
SpaceHub is now available in the MH Thamrin, Bendungan Hilir, Gajah Mada, and Daan Mogot areas. Visit the SpaceHub’s website for more information!
