There are rules for everything – or at least experiential values, including for paper archives. We all know that most paper archives, whether they’re held by small companies or large, are kept in normal cellars. There, filing cabinets with countless folders wait around for a decade – at least in Germany – until the shredder finally sends them off for their last goodbye. However, other forms of storage are actually more ideal, even if they’re also cost intensive.

Ten Long Years …

Paper is fragile. Even normal paper is fragile, and thermo paper is worse. When you store this medium, prone to become brittle or fall apart, for over a decade, you have to adjust the environment accordingly to avoid bleaching, mould, or other unpleasant side effects.

… Takes Quite a Bit of Care

Temperatures between 14 and 18 degrees are ideal. The maximum humidity should be between 35 and 50 percent. Daylight and other light shouldn’t exceed 50 to 80 lux. And, of course, the air in the room should be free from gases and dust if at all possible. As if all that wasn’t enough: Filing boxes and folders the paper is stored in must be acid-free, and plastic sleeves need to be waterproof. And those are just the most important rules …

Significant Costs for Archiving

Any company that truly takes these to heart will face not only costs for the space but also significant technology costs – for climate control, for instance – and personnel costs.. And this doesn’t even take into account unplanned events like a flood or fire. Any company that would prefer to forego all these rules and truly prepare for the future should take a second look at electronic archiving. The time is (well) at hand…

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Source : https://easy.de/2017/01/10/the-paper-archive-so-much-work/?lang=en

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