There are still some industrial and commercial businesses that use time clocks and time cards. Depending upon the size of the business, different time and clock cards are available to suit most applications.

There is the time recorder ideal for the smaller business. Typically they will be robust and will have such features as:
• A clear, easily readable analogue display
• They will print as many as six columns on a time card which would then be stored in wall mounted storage racks
• The time card will be automatically fed through the clock
• They will be able to automatically adjust forward and backwards for the British Summer Time (BST) and Greenwich Meantime (GMT) changes
• It will be possible to either mount them on the wall or on a table. This is especially useful as wall mounting will be preferred where space is limited

A more expensive model might suit larger businesses and would usually have all the standard features of the cheaper model, including a storage rack for the time cards, as well as:
• A time signal to be used when bells are required
• Multi-coloured printing is available
• The time clock can be programmed to record and print in/out movements of employees

If job costing will be needed, the perfect solution for this is a date and time stamp. This model will typically have features such as:
• A precise record of time and date
• There will be several options for the print format
• A memory backup for five years

When a filing system becomes unwieldy and inefficient, it can be a cause of inefficiency which in turn may lead to potentially harmful mistakes being made. A government department, for example, that still has traditional filing cabinets may no longer be able to operate this system because of increased volume of paperwork, files, periodicals and so forth.

With computers now very much a feature of any governmental department, it is clear that its paper document storage system needs to be updated. The traditional filing system should be moved away from and a space-saving alternative must be considered.  Not only is this idea practical, it also enhances the working environment and this in turn will result in more efficient operation of the department.

The manager’s next task is to decide on a company to provide him or her with a storage solution that will work inside the monetary limitations.  The department will require a fast turnaround and a robust shelf storage system. The advantage of a fast turnaround time is that the storage system will be installed quickly and this will cause as little disruption to office procedures as possible.

The ideal shelf storage system will have a small footprint, that is to say, it will take up as little space as possible. It should have a track that can be laid on the floor rather than having a line dug into the floor to accommodate the track. Castors at the front and a track only at the back will be ideal and there will be no trip hazard.

Environments such as schools where many things such as pencils; books, art items, sports gear and other equipment essential to educational needs have to be stored or hospitals which must have bandages, bedding and bed pans in stock have to be able to reconfigure their shelving systems at some point.  They may need to add to the system to accommodate extra supplies or add to the existing system, reposition parts of it. Other places, such as mechanical or automotive workshops and retail establishments which need storage space also need storage shelves and systems that are hard-wearing but flexible.

Typically, a modular design would be ideal for these many and various needs.

Its design would have up to three shelf sizes which would make it perfect for the widest possible selection of accessories that would fit into what ever configuration the highly flexible system can be formed.  The accessories might include plastic boxes, box-files for document storage, drawers, hanging rails, dividers and collapsible plastic boxes for later use or used to store items temporarily needed. In a retail establishment, for example, this might include seasonal goods such as Christmas decorations or Easter eggs.

The modular nature of such a storage system would make the best possible use of the wall space available in any size of room, no matter what the width or height might be. The system might be static or indeed divided into two or three level systems. For extra flexibility the system could be placed on mobile bases.

Finding secure storage space for furniture while you carry out the renovation work on your house can be a real problem. If the work is likely to take two or three months, you need to find somewhere to store everything.  Perhaps you are a student taking a year out to travel abroad and want to make sure your belongings are stored away for the duration.

A house move may also necessitate the use of storage facilities on a temporary basis. Whether it is paper or document storage, furniture or personal belongings, the ideal solution might be to make use of a storage centre.

The main advantages of these storage units are that they are self-storage; you have your own key and get convenient access, and there are many shelves and storage racks that can optimise your storage. Your possessions are stored away dry, secure and safe from harm. You can also choose the size of your storage unit. Document storage, for instance, might require less room than furniture. Typically you will have the option to decide the period of time needed and this will usually begin at one week.

Some companies may give you items such as moving boxes and packing materials. If a storage firm offers an introductory price for your first week or month of storage time, be sure you examine their conditions for this deal and how much it will cost when the cost reverts to its usual rate. The offer might only be valid for new customers or for certain types of storage. Storage solutions can be complex so you should think them through.

With the advent of the internet, working from home has become increasing popular. This, as with anything else, carries its own particular problems. One such difficulty is which part of the home should be dedicated to use as a home office.

The nature of ones business will dictate the type of working space needed. The spare bedroom or converted loft is always a good idea, but the businessman or woman needs to consider how to make the most of the available space by utilising, for example, wall-mounted shelf storage. A desk-top computer should be placed before a window to make the most of natural light and reduce the problem of eyestrain. There are many purpose-built computer desks available.

Typically they are compact, which means they will not take up too much floor space. The computer user should also invest in a well designed chair to support the back, and the user is advised to take a break from working at least once an hour. A shelving system for the storage of documents, files and papers is essential to make sure the entrepreneur keeps his banking and work contracts easy to find, as he will need them for National Insurance and Income Tax return purposes.

An artist or illustrator has different priorities. They will need space to store a portfolio of their work, and drawers rather than shelves are preferred in order to protect their work from, dust, moisture and light. There are storage units available that will hold drawers large enough to hold sizes of paper up to A1.

A spare bedroom has a plethora of potential uses. The installation of a floor to ceiling shelving system against one wall, for example, would be an excellent way of storing book, DVD or CD collections. DIY websites will stock these systems which can usually be added to if the buyer wishes to extend his storage space.

The shelving units are usually available as self-assembly, in various attractive wood or white finishes.

Assuming the shelving system has adjustable shelves, then part of it could be used for document or file storage. With the addition of a computer desk and desktop computer, the room becomes a small office for those who work from home.

A sofa bed is an ideal way of making a temporary guest room for visitors. When not being used as a guest room, a small TV, DVD player and sound system will create a perfect place to relax on the comfortable sofa and watch your favourite movie or to chill out listening to music.

If you wish to use the room simply as a storage area, then plan carefully how to utilise the space effectively. For documents, papers and files, a range of plastic, lidded storage boxes are available in different sizes. The boxes may be stacked on the bedroom floor or stored on shelves. Plastic boxes are extremely versatile in that they may be used to store any number of different items; children’s toys, photo albums or camping equipment such as portable gas stoves, hurricane lamps and sleeping bags for example.

No matter what kind of business is being operated, document storage is always important. It is true that records of sales, purchases, wages and other data essential to the smooth running of a firm is almost certainly being stored on data disks and secure computer hard drives. In offices with dedicated server rooms, sound-proof storage cabinets or data cabinets offer the chance to effectively utilise office space. A sound-proof cabinet will contain a large number of network hardware. Typical features of the cabinet, or even some storage racks are lockable or removable doors, side and rear panels, a vented top cover to be used with a roof cooling fan and so on.

However, the day to day operations in a business concern is more than likely to involve the use of daybooks, files and general paperwork. The aforementioned documents and record books can be kept in several ways. There are companies offering their services as document and data storage centres. In this way, important or sensitive papers are stored away from the business premises in case of fire or theft.

Lockable storage cabinets are another solution to the problem of where to keep important files and documents. These will be available in various styles both mobile and static. Their sizes will differ according to the available space in the room they are to occupy.  Storage cabinets with shelves may be used to store stationery as well. Most offices will use photocopiers and some of these have storage space underneath in which to store several reams of copier paper.

Many companies can now be found through the internet that offer document storage and management services. Typically these companies will offer their service to a client base covering aspects of business such as banking, finance, insurance, law firms and accountants.

Combining traditional and electronic innovations, an information storage firm will help their clients to securely view documents remotely, scan files on demand and collect or retrieve document boxes from their storage facilities. A tracking and status reporting system will usually be in operation. One company has a unique system of allocating sections of a warehouse to be used for their client’s documents. These warehouses are often located in various major cities throughout the UK.

The storing of electronic data is provided by information storage firms as well. An electronic data repository is created for the client. These repositories are normally used for the storage of tape, magnetic media storage, scanning and copying.

Usually these firms will also offer to collect the documents from their clients’ place of business. Many of them offer a daily collection service. Among other document management services on offer are document management, box destruction, shredding sacks and secure waste bins.

Some benefits of using this type of service are:
•    Small firms may not have much room to store documentation, but might need to keep paperwork for a number of years in archives
•    If the office sustains fire damage, the documents are safe
•    Potentially sensitive documents or information are stored away from the office.

There is nothing worse than realising that something is lost just when it’s needed. Working in a busy office where twenty things are going on all at once, it wouldn’t be entirely surprising to find out that, in all the confusion of a busy office place, a document that should have been filed under B has ended up being filed under P.

The amount of time that it would take for someone to hunt through all the storage folders containing documents and then all the documents themselves, because this one was filed wrongly in the first place, is time that could be spent more productively elsewhere.

Off-site companies have a system in place to ensure that all documents are exactly where they are supposed to be within the organised file storage. When a document is requested, they know exactly where to go to find it and are not left scratching their heads wondering if they filed it in the wrong place.

Anyone who stores information for a certain amount of time is obligated to keep that information in some form of secure file storage so it does not fall into the wrong hands. It can prove disastrous for companies if their documents land in the wrong hands.

Many companies are protected with CCTV cameras and ensure their premises are well secure and locked up, ensuring peace of mind knowing that the important documents are in secure storage rather than being locked up in a filing cabinet that can easily be broken into.

When documents overrun their place of storage it’s time to move them to a place that’s more convenient or at least to organise them to utilise the space more efficiently. Not only will the documents need to be kept safe, but they will also need to be organised so that when the time comes for the documents to be retrieved, they can be found relatively easily.

If the situation arises where there is simply too many documents to handle, it may be worth considering outsourcing the document storage and record management to a company who specialise not only in storing documents, but keeping those documents organised.

As well as storing and managing documents, they also ensure the documents are safe and secure. So, let us look at some of the benefits of outsourcing document storage:

Space saving

If all that was required was a filing cabinet then there would not be a problem. If however there is a build up of documents and it just keeps growing, then it’s likely that a number of filing cabinets are bursting at the seams. There may not even be room for another cabinet. Outsourcing document management gives back important office space and keeps the office looking tidy and removes the necessity of buying more office space.

Cost effective

Using a company to manage the documents saves money when it comes to purchasing more office space; it also saves money on hiring people to file documents in an organised manner and saves on staff to show where the documents are when needed.