Are You Storing Half-Filled Boxes? How to Conduct a Box Audit

archiving-documents-with-bankers-box

Evaluating your records room needs, you may realize that many boxes taking up space may be half-filled or even empty. As records get moved around throughout the year, inefficiencies in records management can arise that can consume critical space that can be used by new files and Bankers Boxes. 

A simple box audit is a four step process that helps eliminate wasted records storage space.

Step 1: Separate boxes into two groups: those boxes that need to be retained and those that can be destroyed.

Step 2: Capture details at the file level. What files in the retained boxes are still relevant? The labeled box may need to be retained, but perhaps some of the files inside are no longer needed. Often a box is designated as retained, then at the file level, most of the folders inside end up being shredded, leaving you with an empty box.

Step 3: For files that are retained, consolidate and restructure. You may be able to organize a handful of files from a nearly empty box into a box that has some reserve space. This may require relabeling of retained storage boxes.

Step 4: Destroy all unneeded records.

Using this simple organizing method, one company was able to reduce the volume of records in storage from 7000 cubic feet to only 495 cubic feet!

Not sure how long you should keep records, the IRS has some tips: Records-Keeping for Taxes

Guide for Determining How Bankers Boxes You Need.

How Many Files Fit in a standard Banker’s Box?

Here’s the dimensions and capacity for a standard banker/copy box: 12.5′”W x 15.5′”D x 10.5′”H

Depending on the type of paper and the amount of file folders that you have in each box, you can fit approximately 2000 to 2500 sheets of paper.

 

How Many Bankers Boxes Fit in Storage?

To figure out how many boxes of documents you have, think about this:

If your documents aren’t packed tightly and you have 150 sheets per inch, then you need one standard banker’s box for every 13” to 16” of space on your shelves (round it down to a foot to make it easier).

If you can’t fit one more piece of paper on your shelf, you’re probably closer to 200 sheets per inch.  In that case, you’ll need one standard Banker’s Box for every 10” to 12” of space on your shelves.

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