File and records storage for businesses in Sparks

Every office eventually outgrows its filing cabinets. Tax files, personnel folders, closed client matters and project drawings pile up in closets and conference rooms long before the retention clock runs out. Moving them to a warehouse frees the space and keeps the paper accessible. O'Brien's offers file and records moving and storage as a business service, run with the same crews that move offices.

What gets stored

Typical records are accounting and tax files, personnel and payroll folders, closed client or patient matters, contracts, plans and drawings, and older project files. The documents stay in their boxes and the boxes are numbered, so a request for "2021 payroll" becomes a box number rather than a search.

Records are moved too. The crew can carry the boxes from your office to the warehouse and bring them back. See file and records moving for the move itself.

• Accounting and tax files
• Personnel and payroll folders
• Closed client and project files
• Contracts, plans and drawings

Setting up the inventory

1. List each box by number, department and date range before pickup.
2. Label every box on two sides with its number and a short description.
3. The crew counts the boxes at your office and compares the count to your list.
4. Boxes move to the warehouse and are shelved or placed in storage together.
5. Keep your list; it is how you ask for a box later.

How long to keep what

Retention periods come from law, contract and your own policy. The IRS says to keep tax records for at least three years in many cases and longer in others, and the National Archives publishes records management guidance for organizations. Your accountant or attorney sets the schedule, and the boxes wait in storage until the destruction date you choose.

The guide business records storage basics goes through the planning questions.

Retrieval and privacy

Before records go, talk through who may request a box and how. Name the people at your business who can authorize a retrieval, and tell the estimator if any files carry confidential or regulated information so the handling plan is written down. Retrieval timing is arranged with the office; call 775-359-6683 to talk about your schedule.

A single provider for the whole job

Because O'Brien's also moves offices and warehouses, records storage can be part of a larger project, such as clearing a building before a lease ends. See office moving and commercial storage.