Keeping your documents safe and well organised can be a challenge—especially when space is limited. Whether you’re storing business files, legal papers, or personal records, a good document storage system makes all the difference. In this blog, we’ll share tips on labelling and cataloguing documents, as well as how to reuse moving boxes efficiently for storage.
If you’re wondering where to buy moving boxes or how to use what you already have, these simple practices will help you save money, time, and space. At Extra Space Asia – Malaysia, we are proud to offer expert advice and solutions for reliable document storage in Malaysia that meets your needs and supports sustainability.
Why Labelling and Cataloguing Matter
If you’ve ever spent hours searching through unlabelled boxes, you’ll understand how frustrating disorganisation can be. Without a clear system, important files can get lost or damaged, and valuable time is wasted.
Labelling and cataloguing help you:
- Find documents quickly
- Reduce stress and confusion
- Avoid misplacing important files
- Save time during audits or urgent searches
By taking a little time to label and list your stored items properly, you’ll enjoy better peace of mind and improved efficiency.
10 Simple Tips for Labelling and Cataloguing Your Documents
Here are 10 helpful tips to make your document storage boxes easy to manage and access:
1. Use Clear and Legible Labels
Write in large, bold letters that are easy to read from a distance. Avoid cursive handwriting or light ink.
2. Follow a Consistent Format
Include useful details like file name, category, date, and department (if applicable). Consistency helps you stay organised.
3. Label Multiple Sides of Each Box
Place the same label on at least three sides so it’s visible no matter how the box is stacked.
4. Try Colour Coding
Assign different colours to types of documents—for example, green for finance, blue for HR, and red for legal. This makes boxes easier to sort visually.
5. Use Simple Visual Symbols
Icons or stickers (like a clock for timesheets or a dollar sign for financial records) add an extra layer of recognition.
6. Avoid Vague Descriptions
Instead of writing “old files,” label the box with specific details like “Payroll Reports Jan–June 2023.”
7. Use Waterproof and Durable Labels
Choose materials that can withstand humidity or handling. Waterproof labels and permanent markers work best.
8. Create a Master Inventory List
Write down every box number and its contents in a notebook or spreadsheet. This master list can save time when searching.
9. Update Labels When Needed
If the box’s contents change, make sure the label does too. Crossed-out labels create confusion.
10. Train Staff or Family Members
If others are handling your boxes, make sure they understand and follow your labelling system.
How to Reuse Moving Boxes for Document Storage
Reusing moving boxes is a cost-effective and environmentally friendly way to store documents. Here’s how to do it properly:
1. Check the Condition
Before reuse, inspect each box for tears, stains, or pests. Make sure it’s strong enough to hold files without collapsing.
2. Reinforce Weak Spots
Add extra tape to the bottom, corners, and seams. You can also place a cardboard layer inside the box for extra support.
3. Customise for Storage
Cut handles for easier lifting, or attach label holders for a neater look. Consider using file organisers or folders inside.
4. Think Sustainable
Reusing boxes helps reduce waste. If you’re downsizing or moving office, this is a great way to repurpose what you already have.
Best Practices for Storing Documents in Malaysia
With Malaysia’s hot and humid climate, document protection is essential. Here are a few extra tips to keep your records in top condition:
- Choose Climate-Controlled Storage: Humidity can damage paper, so consider renting a storage unit with temperature and humidity control.
- Avoid Overpacking Boxes: This prevents crushing and makes them easier to handle.
- Store Off the Floor: Place boxes on shelves or pallets to avoid moisture.
- Regular Checks: Review your stored files every few months to ensure they are still in good condition.
Why Choose Extra Space Asia – Malaysia for Document Storage?
At Extra Space Asia – Malaysia, we understand the importance of safe and efficient document storage. Whether you’re searching for document storage solutions in Malaysia or wondering where to buy moving boxes, we provide reliable and convenient options to meet your needs.
Our clean, climate-controlled storage units come with 24/7 security, ensuring your documents stay safe from humidity and damage. By combining good labelling practices with the smart reuse of moving boxes, you can build an organised, cost-effective, and eco-friendly storage system.
If you want to store your documents the right way, contact Extra Space Asia – Malaysia today. We are here to help you make the most of your storage space with expert advice and flexible solutions.
