Even in a digital world, many people still keep paper copies of important documents. However, poor storage can lead to lost papers or unnecessary clutter.

Proper organization is key to keeping your information safe. This guide covers long-term paper storage solutions and how a digital vault like Trustworthy can help simplify the process.

Key Takeaways 

• The safest method for storing essential documents long-term is digital storage, which eliminates the risk of physical damage and provides instant access. 

• Keep originals and physical copies secure with safety deposit boxes or water and fireproof lock boxes.

• Protect your documents in the long term by using acid-free, lignin-free, and buffered file folders.

6 Methods for Storing Your Paper Documents

A survey by the Consumer Reports National Research Center revealed that one in four Americans misplaces a financial document around the house, not to mention other essential documents that are unaccounted for. Don’t add to the statistics. 

Here are six recommended options for storing paper documents long term:

1. A Digital Filing Cabinet

The problem with choosing physical storage options is that physical paper files get destroyed or misplaced too quickly. Only 40% of people know where to locate their essential documents in such storage spaces when necessary.

A digital filing cabinet is the safest method for storing essential personal and business documents. It is a highly secure, digitally encrypted platform that allows you to store your paper documents all in one place, making them easier to locate. 

In a digital storage system, you can access your documents via any device and from any location.  Simply scan the files, upload them to the digital storage, and categorize them into different sections like you would a physical filing cabinet. 

Additionally, with Trustworthy, you can share access to important files with family members or essential stakeholders like your lawyer or accountant right from the digital storage tool.

Trustworthy offers super-secure 256-bit AES encryption and two-factor (2F) authentication that makes it impossible for anyone to access your files without your permission. Even better, your digital documents will remain unharmed in the case of a natural disaster or fire, so you can never lose them. 

2. A Physical Filing Cabinet 

These cabinets are usually sectioned or partitioned to allow a separate storage space per category. So, bills and invoices have a section, medical records and finances have another section, and so on. 

This allows for easier categorization of your documents, so files don’t end up in the wrong sections.

For large amounts of paperwork, partitioned filing cabinets or drawers are ideal—just label each section clearly.

Keep pending or frequently used documents in an open-lid file box or shelf for easy access. Once no longer needed, move them to permanent storage like a digital filing system.

Set aside uncategorized papers separately so they're easy to find and file later.

3. A Safety Deposit Box 

Consider using a safety deposit box when you have original copies of essential paper documents to store. Most safety deposit boxes are built into a vault, making them fire-resistant to a degree.

The trouble with using a safety deposit box is that in the case of one’s demise, it becomes difficult for family members to access the stored files if you hadn’t given them access before. There’s also the challenge of easy accessibility during emergencies since the safety deposit box may not be in close proximity to you or available during non-business hours.

It’s wise to securely store copies of the original paper documents in your digital filing cabinet in preparation for such cases.

4. Fireproof Lockboxes or Safes

If you have documents with confidential information, a safe or lockbox can help you keep them secure for a long time. A physical lockbox is similar to a safe but has thinner walls. Be sure to verify that they are fireproof and have digital locks to increase their security capabilities.

To store your paper documents, you can simply categorize and file them as usual, and then store them within the safe or lockbox.

Lockboxes usually vary in size, so if you get a small one, you may use it to store only your very vital or personal documents. To store your documents securely, set a password and give the code only to a trusted acquaintance or family member. 

5. Off-Site Storage Facilities

Some facilities provide storage spaces for storing inactive paper files from your home or office. If your office requires you to keep numerous client documents over several years, you can arrange them in sealable boxes and store them in such facilities.

If you’re going on a long trip with no one to tend to your home, you can also use these facilities to store your paper documents until you return. Use appropriate paper-preserving practices on your documents before storing them, and verify that the facilities abide by any laws and regulations that have been set in that regard. 

6. Cloud-Based Storage Systems

Cloud-based storage systems like Google Drive or Dropbox can also be helpful for storing scanned paper documents. Most of them are free and encrypted, but you may also need to use a password manager to lock and keep the files safe from intruders.

• Related: Bridging the Family Organization Generation Gap

Preparing Your Documents for Long-Term Storage 

Gather All Your Personal Documents 

Begin your storage process by scouting for paper documents that must be safely kept away. 

Go through every room where you stash documents: cabinets, drawers, the dining table, storerooms, your car’s glove compartment, etc. Set the documents up in the area where you’ll sort through them.

Categorize Your Documents

Sort through the paper pile you’ve gathered and separate it into categories that will be easy for you to remember. 

Common categories include bills and receipts, medical records, sentimental documents, personal information, confidential office documents, and tax documents. 

If you have a recurring category, create a pile for that, too. Remember to create a separate pile for documents that need to be disposed of.

Dispose of Unnecessary Documents

If you sorted through your documents properly, you would have found a few documents that need to be disposed of because they are no longer relevant.

To dispose of these, you can use a shredder to safely destroy them so that no one can get access to the information they contain. 

Best Practices to Know Before Storing Paper Documents Long-Term

These best practices help prolong the life of your physical paper documents, especially because they’re susceptible to quick damage.

1. Avoid Heat and High Humidity

Documents stored in low humidity last longer. The lower the temperature, the longer the length of preservation. Temperatures that are cooler reduce the rate at which chemicals in paper decay, and lessen the activities of insects.

2. Protect Paper With Plastic Page Slips

If you’re storing paper documents in bins, boxes, or binders, take further protective steps by covering the pages in plastic slips or sleeves. They keep the papers from getting wet or tearing easily.

3. Don’t Use Sleeves or Containers Made With Polyvinyl Chloride 

These plasticizers will not only release chemical gases into the air, but also will cause the breakdown of the material over a surprisingly short time. Photo pages will seem "oily" to the touch and will begin to soften and yellow. To protect your photos from damage, say no to PVC and look for polypropylene, polyethylene, or archival polyester (PET) pages instead.

4. Acid-Free Papers Last Longer

When storing paper documents for an extended period, ensure that no acid was used in printing or photocopying them. If they have acidic chemicals, consider scanning and uploading such documents to a digital lockbox instead.

In addition to choosing a long-lasting paper, the folder you use can also play a role in preserving important documents. Stick to acid-free, lignin-free, and buffered file folders as they take longer to break down than regular folders.

5. Keep Boxes and Binders Off the Ground

Moisture and humidity from the ground can affect cardboard storage boxes, causing them and their content to decay. If you can, place boxes on shelving units or anywhere above direct contact with the ground. The type of box you choose is also essential for preserving important documents.  

Avoid paper degradation by storing your documents in archival-quality storage boxes. Unlike standard cardboard and PVC materials that eventually degrade and become acidic, archival boxes are designed to stay acid-free, offering reliable protection.

6. Roll Up Large Sheets

Paper documents that have been printed on large sheets of paper can be rolled up to save space. Roll and then wrap them up in clear polyester film to prevent moisture from soaking through. Label each roll for easy identification.  





Frequently Asked Questions

How Do You Store Paper Without a File Cabinet?

To store paper without a file cabinet, categorize them in binders, envelopes, or accordion files and then arrange them in plastic bins or paper baskets. You can also keep them in a fireproof safe, lockbox, or digital filing cabinet.

How Do You Keep Paper From Deteriorating?

Store papers in a cool and dry place with as low humidity as possible. Choose storage containers that have been produced with polypropylene, polyethylene or archival polyester (PET) because they help papers last longer. Protect papers in open binders with plastic sleeves or slips as well.

Do People Put Documents in Freezers?

Yes, people store paper documents in zip-lock bags inside their frost-free freezer compartments. This part of the freezer is airtight and safe from water damage. It’s also well insulated, so the documents may be safe even in a fire.