Searching for document storage but not having any luck?

Document storage can cost anywhere from $84/month to $254/month, depending on your location and access. Ground floor and driveway access units are the most expensive options and can be around $20-$30/month more expensive than upper level spaces. Keep in mind that with upper level spaces, not all facilities have lift access so you may need to trek your boxes of documents up stairs.

In the table below, we compared the cost of 4.5 sqm storage spaces across different storage providers. A room this size can typically fit around 120 archive boxes of documents. Facilities that are further from the city centre usually fall into the lower price range, but it can depend on what additional features the storage facility or peer-to-peer Host is offering, for example temperature control or 24/7 security.

If you choose to book via a marketplace like Spacer, you can expect to save 30-40% in storage costs versus traditional options. Our peer-to-peer Hosts are local homeowners or small businesses who understand the importance of keeping your documents safe, secure and most importantly - dry.

We spoke to experts Oliver, MD of SMC Premier Cleaning, and Angela Todd, Senior Archivist and Research Scholar, on the best way to store your documents.

Before placing your documents into boxes, make sure to unfold them and remove any staples, straight pins or metal paper clips. The type of storage box is important, Angela recommends archival quality acid-free cardboard boxes and/or folders.

“Be sure to invest in folders that offer pre-folded bottoms for different widths. Fold them so that files with lots of papers have a half-inch base to rest on and that they are not squeezed in, rubbing around when the folders are moved or even just flipped through.”

Oliver suggests categorising and indexing your documents before placing them into storage, which can help you locate files easily in the future and minimize handling.

When moving the boxes into storage, Oliver recommends keeping the boxes off the floor to minimize the risk of damp damage. To prevent mould, keep a steady airflow by maintaining spaces between the boxes and walls and use desiccators or Silica Gel Packets to absorb moisture.

When storing a large number of documents, a space where the temperature and humidity don’t fluctuate is ideal. Oliver suggests digitizing documents that you are likely to need regularly, to minimize handling of the physical, original copy. Angela recommends using a finding aid or system, to make retrieval straightforward.

For larger corporations, offsite and underground professional storage in a temperature controlled facility is recommended.

You can prevent damage to your documents by:

1. Using silica gel packets or desiccators to prevent mould.
2. Using good quality, acid-free archival cardboard boxes and folders.
3. Using shelving to keep your archive boxes off the ground.
4. Minimize handling and digitize documents that will be accessed regularly.
5. Unlike in the movies, Angela recommends avoiding white cotton gloves when handling documents.

“Your sense of touch is so reduced that you’re much more likely to tear or crease documents. Instead, at least wash your hands thoroughly to prevent natural skin oils (and dirt) from being transferred to papers. Nitrile gloves may be a better option as they prevent nail polish from rubbing off on documents and can be changed frequently so that the ink is not transferred from one document to the next.”