The archive boxes, as most of us know, are the rigid corrugate boxes which are used to archive important documents and papers and then store them in the archive room where there are shelves made with specific purpose.
The archive boxes keep safe and secure all your deeds, agreements, contracts, invoices, record of the company’s sales and purchases and almost everything that can be printed and bounded in the files.
The archive boxes have designated form printed on them to allow their users to enter name, address, company’s name and other important details as well as serial number or any other filing system details. They can also be customized in order to make them look more branded and safer for moving and archiving purpose.
In this blog post we are going to find out the benefits of the archive boxes and we will also learn as to how they should be shelved and labeled for future reference and the convenience.
Here you go:
1. Benefits
One can Google and easily find out the benefits of custom archive boxes. So, I will just shortly discuss a few undeniable benefits of them:
Fast record keeping and archiving of important documents
Labeling to make easy and convenient for employees to find the boxes
Arranged shelving to have everything ready to be retrieved then and there
Superior stacking makes it easy for the boxes to retain their shape and protect the documents
Moving of documents made easier than ever
100% assured peace of mind because of systemic archiving and arrangement of very important documents.
2. How to Label the Archive Quality Boxes?
Archive box labels are those that can easily be seen on either right or the left side of the box. Some companies prefer to get this type of boxes with the label on front or on top of the lid.
This label is used for a lot of purposes. And we are going to discuss all of those important purposes at length. Here you can have a look at all these labeling benefits and purposes:
The entry box made on the archive boxes is there for labeling. It includes slots for company name, department name, address (email and physical mailing address), phone number and other important details. It also includes a slot for the serial number or any archiving system.
The contact details (phone as well as other ones) are added because in the event of company losing its important archive box, someone will read the details and send the box back to the company.
The company name is there not only to let people know about the owner of the documents, but also to spread word about the company.
The department name (optional) is added because it helps people learn as to which department (at the same company) the archive box belongs to. This protects employees of the same company but from different departments messing up with the documents of other departments.
The archiving system or serial numbers are most of the times the mix of alphabets as well as numbers. The alphabets represent the company name, department name or both. They can also be pointing towards the type of archive; for example, a ‘D’ can be referring to “deeds” and an “I” can be referring to “Invoices”. The numbers just show the quantity of something. If you have archived roughly 300 invoices, the “I-250” may refer to invoice number 250 and you can also add date to it and this will be something like “I-250-19/01/2017” or something like this. Or you can simply use serial numbers like “Ser-01” etc. These just help a person or company organize the documents in a way to find them then and there whenever needed.
3. How to Shelf the Archive Boxes?
Archive box storage shelving demands a separate archive room, archive storage system and shelving panels. These shelving panels are either racks made for the standard size archive boxes or shelving panels with metal casing.
In case of archive racks, all you have to do is enter the documents and paperwork into the boxes and slide them in the rack and job done. However, if you are afraid of document theft or termite threat, you need to up the security. Just get the metal-casing archive paneling and racks and you will not only be able to protect your documents from termite, but also lock them easily.
These shelves include a lot different types of shelves including catalogue, sorting, storing, stacking and archiving shelves. For example, if you have a 10 x 10 feet space, you can dedicate tenth part of it to the catalogue and index card storage, while the rest may consist of locked shelves as well as other shelves made only for those standard size archive boxes that you can get online from any good packaging company.
In case of shelving, it is not only the space used for archiving and the material that matter, the dividers play the most important part. You can use those dividers to not only sort out different indexing card and catalogue categories, but also keep one archive box safely distant from the other box.
There is another good thing and that is called double shelving; in case your storage is not limited to standard sized archive boxes and you have to store small boxes with samples or anything in them, you can easily shelve them taking advantage of double shelving and thus you will be avoiding the loss of space. Not to mention, that all these big and small boxes are easily retrievable because of double shelving.
This is folks, try archiving your important documents and paperwork and you will see how easier it will make your life and company’s business.
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