We are approaching maximum capacity for storing client and kid files. These files must be stored for 7 years and they must be behind 2 locks. For now, that is sometimes the front door and the file cabinet itself.
Deidre and I have been discussing this for awhile. We have had to move files out of The Door into the brown house, into the green house….and our closets are full.
Currently we have free labor to build it but we would need to purchase the supplies. Our thought is to build this secure space within a corner of the garage.
I would like to know your thoughts. What I am trying to avoid is paying to store these files off sight.
Please respond as soon as possible. Thank you,
We will move forward with this plan while we have free labor. Thank you
On site storage sounds great
Chicken wire might be too light, but I’m okay with the concept. The boxes should be on pallets so a minor water leak doesn’t ruin contents.
If it’s more affordable than off-site, and makes the most sense to you to build a storage area, I support the plan!
A few questions….
How much storage space is required for a long term outlook?
What is the estimated expense for the additional room in the 122 garage?
Is there a way to minimize the required paperwork through form reduction or consolidation, or are these all standardized forms established by the state? (I realize this is more for future documentation).
Long term outlook is a little unknown because Clearwater is moving to an Electronic Record System – though some paper files need to be kept we are anticipating the client’s counseling files get thinner.
Clearwater Client files: 1-2 banker boxes
Clearwater Billing: 2 banker boxes
FYA client files: 1 box per year
FYA billing: 2 banker boxes
Essentially, there is a total of no more than 7-8 banker boxes per year generated, and after 7 years, we can destroy 7-8. This would be a storage capacity of no more than 56banker boxes per year. This would amount to a space about 10’x10′.
As far as cost, we think we can make this with chicken wire and 2×4 construction – and lag screws to walls. Bolts for concrete floor ? + hinges. I’m guesstimating – but less than $250.00.