Tips for Organizing and Storing Legal Size Documents

In today’s digital age, many people believe that paper documents have become obsolete. However, this is not entirely true. There are still some legal documents that must be stored in hard copy form to comply with regulations and laws. Legal size documents can be particularly challenging to store because they don’t fit into standard filing cabinets or folders. In this blog post, we will share some tips on how to store legal size documents safely and efficiently.

Choose the Right Storage Container

The first step in storing legal size documents is selecting an appropriate storage container. You want a container that is sturdy enough to protect your papers from damage but also lightweight enough for easy transport and convenient access when needed.

Folders

Folders are an excellent choice for storing small amounts of legal-size papers such as contracts or deeds. Choose a folder made from high-quality materials and ensure it has reinforced edges to prevent tearing.

Expanding Files

If you need more storage capacity than regular folders provide, consider using expanding files instead. These files typically come with multiple tabs or pockets labeled alphabetically so you can easily find what you need.

Flat Files

For larger quantities of legal-sized papers like blueprints or architectural plans, flat files are ideal as they allow for large sheets without folding them over unnecessarily causing creases or tears that could affect their legibility if scanned later on down the road when digitization becomes necessary.

Create a Filing System

Once you have chosen your storage container(s), it’s time to create a system for organization within them; otherwise finding what you need may take too much time than required which would lead up to unnecessary confusion stressing anyone who might try accessing these very important records during times of urgency.
Given below are some tips:

Categorize by Type/Category

Sort your legal documents by type or category, such as contracts, deeds, financial records, legal correspondence etc. This will make it easier to locate a specific item when needed.

Alphabetical Order

Arrange the papers alphabetically within each section to further facilitate searchability and find what you need faster without guessing or confusion.

Labeling

After organizing your files by type and category, label them with clear labels that can be easily read and understood without any confusion about the contents of the file folder(s).

Select the Correct Storage Location

Choosing an appropriate storage location is crucial in keeping your legal size documents safe and secure from damage or loss. Some factors to consider include:

Air Quality Conditions

Ensure that humidity levels are kept under control to prevent mold growth on paper materials

Sunlight Exposure

Avoid exposing paper-based items directly sunlight for extended periods since ultraviolet rays can yellow over time causing discoloration of the pages over time which may lead up to disintegration eventually.

Conclusion

Storing legal-size documents safely requires careful consideration of several factors including container choice (folders vs expanding files vs flat files), creating a filing system based on categorization & labeling so you can quickly access what’s there when needed most importantly choosing an appropriate storage location that provides proper environmental conditions (humidity level,sun exposure) preventing deterioration due from environmental factors while preserving its legibility if ever scanned later down road during digitization efforts for ease-of-access through newer technologies being developed in this digital age we live in today.

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