Safeguarding important paperwork and documents is a key part of being responsible in both your personal and professional life. Even with options like digitization and cloud storage, hard copy documents are still vital because of multiple considerations: 

  • Legal Compliance: Some documents must be kept in their original form to meet legal requirements.
  • Historical Importance: Certain records have a historical value that digital copies can’t replicate.
  • Backup Assurance: Hard copies serve as a fail-safe in case of digital data corruption and loss.
  • Easy Access: Sometimes, grabbing a physical document is quicker and easier than searching through digital files.

Organizations like the National Archives and Records Administration (NARA) and the International Organization for Standardization (ISO) have set guidelines to help you protect hard copy documents. 

This article examines the risks of storing hard copies and outlines best practices for their protection.

Understanding Hard Copy Vulnerabilities

Recognizing the vulnerabilities of paper documents is key to understanding how to protect them over time.

Physical Damage

Physical damage poses a major threat to your documents. Water from a leak, flood, or even a spill can destroy the integrity of paper documents.  If hard copies are in a fire, even if they are not completely incinerated, soot and smoke can render them unusable. Such natural or manmade disasters can obliterate critical documents like birth certificates, medical records, insurance papers, property documents, passports, and bank records. 

Environmental Factors

Environmental factors also affect document preservation. Extreme temperatures can make paper brittle, while high humidity can cause mold and warping. Sunlight exposure can fade ink and weaken paper fibers. Maintaining a stable, controlled environment is crucial to keeping your hard copy documents in good condition.

The Federal Emergency Management Agency (FEMA) provides a comprehensive checklist and guidelines to help you protect important records. Follow these recommendations to safeguard your documents from various threats and ensure they remain accessible when needed.

Strategies for Protecting Hard Copy Documents

Protecting hard copy documents requires careful planning and the right strategies. Let’s examine some effective ways to safeguard these valuable records.

Proper Storage Solutions

Choosing the right document storage solution is crucial for preserving important paperwork. Different storage options offer varying levels of protection:

  • Filing Cabinets: Fine for organizing documents and keeping them easily accessible, filing cabinets are the most basic storage solution for hard copy documents.
  • Fireproof Safes: Designed to protect valuables from fire and water damage, fireproof safes can be used storing a small quantity of hard copy documents.
  • Lamination and Encapsulation: Lamination and encapsulation protect frequently handled documents from spills, fraying, tearing, and environmental damage. Laminated documents are water resistant but still susceptible to destruction if submerged.
  • Professional Storage Providers: If you’re looking to store large volumes of documents, expert storage providers like Armstrong Archives offer climate-controlled environments and advanced security for hard copy documents.

Handling Practices

Correct handling practices go a long way in preventing unnecessary damage to physical documents.

Here are some best practices:  

  • Use Clean Hands: Dirt and oils from your hands can damage paper over time.
  • Avoid Food and Drinks: Keep substances that can soil your documents at a safe distance..
  • Use Proper Tools: Use acid-free folders and gloves to handle documents to minimize wear. Depending on the storage and weather conditions, you may need to use dehumidifiers and UV-filtering sleeves.

Disaster Preparedness

Disasters can strike at a moment’s notice, which is why it’s important to prepare for the safety of your hard copy documents in advance.

Here’s what you can do: 

  • Create a Backup Plan: To ensure comprehensive protection, store copies of important documents in a separate location and keep digital backups as well.
  • Use Waterproof Containers: Store documents in containers that can withstand water exposure.
  • Develop an Emergency Response Plan: This plan should include evacuating documents to a safe location, using waterproof containers, and designating team members for quick action during natural disasters.

Digital Backup and Security

Securing digital backups of your hard copy documents ensures they are accessible in the event of damage. Hard copy document digitization and digital document protection should be considered during disaster preparedness planning.

Digitizing Paper Documents

Turning paper documents into digital copies is essential for easy access and preservation.

  • Scan Documents: Use a high-quality scanner to create clear digital copies of your paper documents. When more than just a few documents are involved, it’s best to opt for a professional service. Armstrong Archives’ document scanning services streamlines document digitization, turning hard copies into editable digital files. 
  • Organize Files: Store digital files in an organized folder structure for easy retrieval.
  • Backup Regularly: Implement a backup schedule to keep your digital copies up-to-date and secure.

Digital Security Measures

Protecting digital backups is crucial to prevent unauthorized access and data loss.

  • Use Encryption: Encrypt digital files to ensure only authorized users can access them.
  • Employ Cloud Storage: Utilize reputed cloud storage services for secure, off-site backups.
  • Regular Updates: Keep your security software updated to guard against the latest cyber threats.

Regular Maintenance and Audits

Here’s how to keep your document preservation efforts on track.

Schedule Regular Reviews

Periodic checks on your hard copy documents and their storage environment are essential. Regular reviews help identify issues like wear and tear or environmental changes that could affect your records. By staying on top of these aspects, you can address potential problems before they cause significant damage.

If any documents have passed their retention period, consider shredding them to maintain an organized and secure record system.

Update Protection Methods

As technology evolves, so do methods for document preservation. Advances in artificial intelligence (AI), for instance, can now help with automated document classification and digitization. Similarly, blockchain technology offers enhanced security for digital records. 

Updating document management software systems like M-Files or SharePoint regularly is crucial to staying ahead of potential threats and maintaining the highest level of security for your records.

FAQs

What strategies would help protect hardcopy information?

To protect hardcopy information, use proper storage solutions, handle documents with care, and prepare for disasters with backup plans. Review and update your document protection strategies regularly to stay current with the latest technologies.

What is the best way to protect a document?

The best way to protect hard copy documents is by placing them in acid-free containers in a climate-controlled storage facility. Digital backups of paper documents must be encrypted before being stored in a secure cloud storage.

How to protect paper documents?

To preserve paper documents, use acid-free folders and boxes, store them in a climate-controlled environment, and consider lamination or encapsulation for high-value items. For bulk storage, use professional services to ensure optimal preservation and management.

Get Expert Help and Resources for Document Protection with Armstrong Archives

Armstrong Archives specializes in document storage and management, with a full range of services for hard copy documents – from scanning and storage to secure shredding.

We also offer a wealth of resources on topics related to records management and document protection. Check out our comprehensive guide on preserving paper documents and learn about the benefits of climate-controlled storage.

Contact us today to learn how to protect hard copy documents and discover how we can help safeguard your valuable records.

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