Choosing Storage Boxes or Storage Drawers

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Drawers Or Boxes?

How do you decide the best records storage for your business? If you have limited storage space and require frequent access to files, Bankers Box® storage drawers would be the best choice. If you have a lot more storage space available and need to access your files less often, storage boxes are the best solution.

When you choose drawer storage…

  • You can stack records higher and save space.
  • You can eliminate the need to stack and restack boxes
  • You cut record retrieval time in half

When you choose box storage…

  • You can move and handle records more frequently with stronger boxes
  • You can store less frequently accessed records safely with safe closures

When you choose a drawer/box combo…

  • You can store active files in easy to access drawers
  • You can store inactive files in safely sealed boxes for long-term storage

Choosing the Right Storage Drawers

If space-saving is your primary concern, than drawers provide the best storage solution. Choosing the right type of drawer determines how high you can stack your drawers to save space, and the right size determines the size of the contents of the drawer.

Drawer Types

Drawer Size

  • Letter/Legal Drawers accommodate both letter and legal size documents – This size drawer has the versatility for storing records of varied sizes.
  • Letter size drawers accommodate letter size files. This is the perfect drawer if letter size documents are all you need to store.
  • Legal size drawers accommodate legal sized files offering an additional three inches in width for larger record size.

Whatever your drawer choice, with the stacking ability of drawers, you can maximize your record storage space, save on retrieval time and eliminate box restacking—all while maintaining easy access to all your important records.

Choosing a Business Storage Solution

Selecting the Right Box

Different boxes have different purposes. Knowing which Bankers Box storage box to select, requires understanding your storage needs from type and strength, to size and assembly.

Box Types

  • String & Button boxes offer maximum security and reliable closure, even when the box is overturned.
  • Lift-off Lid boxes allow easy access to records. Look for locking lids to securely store your files.
  • Attached Flip-Top Lid Boxes prevent lost or damaged lids.
  • Specialty Boxes provide specialized storage solutions for unique document sizes

Box Strength

  • Frequent access, heavy-duty boxes hold up under heavy use and can be stacked higher.
  • Occasional access, medium-duty boxes hold up under moderate use and moderate stacking.
  • Infrequent access, basic-duty boxes are suitable for basic use and lower stacking.

Box Size

  • Letter/legal boxes easily carry and accommodate both letter and legal size paper.
  • Letter size boxes are perfect for high capacity letter size paper storage.
  • Legal size boxes are 3” wider than letter boxes and accommodate legal document storage.

Box Assembly

  • Presto™ instant assembly – sets up to 5 times faster than basic assembly boxes
  • FastFold® quick and easy assembly – sets up to 4 times faster than basic assembly boxes

See how easily you can assemble a Bankers Box: How to Assemble Video

How The Best Accountants Increase Productivity Through Organization

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Back Up Files on Paper

In our digital age, paper documents may seem unnecessary. But digital data can be lost or compromised with the push of a button.

You don’t need to lose office space to giant metal file cabinets. Simple, inexpensive drawer systems can do the job for any small accounting office.

You should keep one complete set of files for your vendors, another for general expenses, and a third for customers. In addition, create a  file for each asset and liability that shows up in your books. And of course, allot some records storage space for tax returns.

Easy Access to All Your Files

Easy access to important documents is essential for any accounting office.  Even if you are just starting out, and do not need the capacity of a drawer system. Easy access lift off lids boxes are an alternative. They can also be easily stacked and are easily accessible if the IRS comes calling.

Let’s say one of your small business clients is selected for audit. The IRS wants to see receipts for travel, meals, and entertainment for the year. Speedy access to backup documents can prevent part of the expense deduction from being disallowed. If this happens that means increases in taxable income, a new tax bill, along with penalties and interest. With the right organization system, those crucial documents are always on hand.

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Drawer Systems Offer Space-Saving File Organization for Small Offices

Preventing Paperwork from Becoming Overwhelming

As your accounting business grows, so will your records storage. The tendency is to try and keep everything. But excess can lead to confusion and disorganization. Maintain a scheduled retention and destruction policy so that only the most essential documents are kept and dated documents destroyed.

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Maintaining Tax Form Organization and Tax Code Handbooks

The regular use of tax forms means having to keep them both organized and accessible when with a client. File Sorters offer desktop convenience for form management. Magazine Files are also helpful offering easy storage and organization of tax code manuals.

Helpful Links

Document Retention Policy Guidelines

Records Storage for the Green Accounting Office