In today’s digital age, many businesses have transitioned to electronic document management systems. However, companies in many large industries retain the need to keep the physical, such as legal, wills, financial, pensions, medical & architect’s plans to name but a few.
Storing physical documents presents its own challenges, including the need to protect them from environmental factors such as temperature, humidity, and light. That’s where climate-controlled storage facilities come in. You may think that it goes without thinking to keep physical paper documents in good environmental conditions, but many providers do not have these facilities. That is why we want to stress the importance of having adequately controlled storage facilities.
Temperatures
Firstly, a climate-controlled storage facility has the capability to control the temperature in its rooms. This is extremely important, as paper that is subject to the wrong temperature for long periods can be damaged beyond repair, along with temperature fluctuations causing paper to expand and contract, leading to warping, wrinkling and other types of damage. It’s worth considering PD5454.
Extremely high temperatures can also cause paper to turn yellow and become brittle over time, making it difficult to read and handle. Conversely, extremely low temperatures can cause paper to become stiff and fragile, increasing the risk of tearing or breaking. Therefore, consistent temperature checks need to be in place to make sure that it doesn’t rise above or fall below the optimal level.
Humidity
Controlling humidity levels is an essential part of climate-controlled facilities, as moisture in the air is absorbed by the paper and can cause extreme damage to documents.
Outside of the obvious damage that water and moisture can have on paper, documents that get wet and aren’t attended to for extended periods can be subject to mould growth and mildew, leaving documents in unreadable states. On the other hand, humidity levels that are too dry can cause paper to dry out and become brittle, significantly increasing the risk of documents getting torn or broken.
Therefore, a well-maintained humidity level is essential to prolong the lifespan of documents; make sure to review the PD5454 guide.
Light
Both direct and artificial sunlight can be detrimental to documents. Too much exposure can turn the paper yellow, cause it to fade or even become discoloured entirely. The UV rays in light contain radiation which can break down the chemical composition of paper and ink over time, so the amount of light that documents are subject to must be checked and controlled.
Nowadays, most providers will either keep documents in file cabinets or closed up in cardboard boxes. However, some will keep them in boxes without a closed lid, so it is vital to check that the light doesn’t emit any UV or other harmful rays or that the amount of light is regulated.
The 2006 Fire
In 2006, two facilities at one of the UK’s largest document storage providers were hit by large fires, one of which was destroyed and the other heavily damaged. The building was a 126,000-square-foot facility in London that saw tens of thousands of archives destroyed. There are other well-published fire events with various storage providers and reports of sprinklers not being maintained.
These fires could have been prevented with proper care, which only reinforces that a climate-controlled environment is a must for your documents.
Now that you understand the importance of a climate-controlled facility, it is time to find a company that can provide this for you.
Elless has your needs at the heart of its operations. We help clients get the best out of their document management contracts and make sure that mishaps, like the 2006 fire, never happen to you. Whether you’re already in a contract or looking to get one set up with a provider, reach out to us today to see how we can help you not only with making sure that your documents are safe but also that you benefit as much as possible.
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