Here's 8 crucial business documents you don't want to throw away!

Paperwork is the one thing that fills business owners with dread. Wading through it, deciding what needs to be kept and wondering where to store it all is a task that many put off, leading to it piling up. Here, Rads Storage, who specialise in secure document storage, share their insight into the types of documents you really need to keep so that you have everything you need, and you always know where to find it.

1. Business certificates

Most businesses will have a number of certificates that they need in order to function. This might include licences or certificates for food preparation, manufacturing, the handling of certain substances or the ability to trade in particular areas. You will need to keep hard copies of these to display in your premises or provide for inspections and the opening of new premises.

2. Articles of Incorporation

The documents that you need to set up your business are always important to have to hand. These will prove that you own the business, and can be important when dealing with official organisations, banks or government bodies.

3. Tax information

“In this world nothing is certain except death and taxes”. Tax is inevitable when you run a business, so keeping all the relevant documentation nearby can be useful when it comes to filling in tax returns and making sure you are paying the correct amounts. This should include anything that might impact on your tax, such as invoices and receipts.

4. Passwords

We are all encouraged to use different passwords for everything in order to keep things as secure as possible, but this can make them difficult to remember. Keeping a copy of them somewhere secure that is not in your computer keeps them out of harm’s way whilst ensuring you can still access everything you need.

5. Permits

If you require a permit to travel, operate in a certain area or to offer a particular service, then it is likely that you will be asked to produce these at various points. Keeping them somewhere that is easy to access will make sure you can always produce them when needed.

6. Awards

Whether you have won an award or have a raft of qualifications, it is good to shout about them. Frame them and put them on display to show your customers why they should trust you over the competition. They can also sometimes be useful when it comes to setting up new trade accounts, as you may be required to prove that you are qualified to offer a service or purchase certain things.

7. Insurance documents

As a business owner, you will need all sorts of different insurances. Sometimes you will be required to prove that you have insurance in place, or you may need it to refer to in order to make a claim. Keeping these as hard copies means that they are less likely to fall into the wrong hands and are always there when you need them.

8. Agreements

If you are required to keep a copy of an operating agreement, then make sure it is done so in physical form as well as electronic. This will ensure that you are compliant with any regulations. You should also do this in the case of any confidentiality agreements that you might have with staff, contractors or suppliers as well as partnership agreements that outline how the business is owned.

There are many items of documentation that you need to keep, and these will vary from business to business, so it is important to think carefully before throwing anything out as they can ensure that your business remains legal and compliant.