Business Storage – 24/7 Document and Goods Storage Solutions

In today’s business environment, optimizing employee workspaces and reducing office costs remain major challenges for businesses.

Finding an effective solution not only helps businesses save money but also improves productivity and creates a more professional, comfortable workplace.

Items That Commonly Take Up Office Space

In modern offices, the need to store documents and equipment continues to grow. According to a survey by Jones Lang LaSalle (JLL), an average of 30–40% of office space is occupied by paperwork, accounting records, and rarely used items. This not only wastes space but also increases office rental costs.

To optimize workspace and manage costs effectively, many businesses choose to rent self-storage units. This solution helps businesses:

• Store important documents and records: from contracts and financial reports to accounting documents, which often need to be retained for extended periods under the law (5–10 years).

• Safeguard and store office furniture: desks, chairs, filing cabinets, bookshelves… when they are replaced or not immediately needed.

• Store electronic equipment: projectors, monitors, printers, and event marketing equipment.

• Create more workspace: a tidy, professional office helps employees focus better.

• Save money: self-storage rental costs are only 20–30% of the cost of renting additional office space in the central districts of HCMC or Hà Nội.

With self-storage, businesses gain more room for creativity while keeping important documents and equipment safe.

Financial Benefits of Renting Storage Space

One smart way to optimize costs and workspace today is to rent professional storage space from a provider such as MyStorage. Starting from just 20,000đ/day, businesses gain access to a secure, convenient, and professional storage space.

This solution offers many practical benefits:

• Save office space: On average, 1m² of Grade B office space in TP.HCM costs 350,000–600,000đ/month to rent. Instead of allowing records and furniture to take up valuable space, businesses can save up to 30–40% on office rental costs.

• Secure storage: The facility features temperature control, mold and moisture protection, and 24/7 cameras, keeping documents, records, and electronic equipment in optimal conditions.

• Easy retrieval: Documents and other items are systematically organized so they can be accessed or retrieved at any time, reducing the risk of loss or damage.

• Optimize asset management: Businesses can easily manage records, equipment, and office supplies that are not used regularly, making operations more efficient.

With reasonable pricing and outstanding convenience, professional storage not only frees up office space but also gives businesses complete peace of mind.

An Optimal Solution for Modern Businesses

In today’s competitive economy, optimizing space and costs is not merely a necessity but also an important factor in business success.

Storing documents in a professional facility not only frees up office space but also delivers clear financial benefits.

Instead of turning the office into a storage area for unnecessary items, use a smart storage solution to make the workplace more efficient and comfortable.

With MyStorage’s professional storage services, businesses can optimize costs while creating a more modern, comfortable, and productive workplace.

Two Business Storage Options at MyStorage

Rack Storage Rental

Rack storage rental services at MyStorage provide businesses with a comprehensive solution supported by efficient storage and management processes. We transport belongings from your office to our modern, clean, air-conditioned storage facility, where they are kept in optimal conditions.

When customers need access to their stored items, they can easily visit our facility or conveniently request delivery of individual items. MyStorage also offers maximum flexibility through a wide range of storage sizes and rental periods to suit every storage requirement.

Self-Storage Rental

MyStorage’s self-storage service offers maximum convenience with 24/7 access, making it ideal for customers who need to visit their storage unit frequently. With an advanced security system, access doors to the locker room can only be unlocked using a password or fingerprint.

Each storage locker has its own lock and key to provide complete security for the belongings inside. MyStorage’s self-storage facility is conveniently located in An Phú, TP. Thủ Đức and offers affordable storage rental rates suitable for a wide range of customers.

Business Record and Document Storage Solutions from MyStorage

When choosing a document storage service for your most important records, which key features should you consider to ensure optimal security and accessibility whenever needed? At MyStorage, customers can choose between shared storage and self-storage. MyStorage’s record and document storage services include:

• Storage boxes: MyStorage provides sturdy, brand-new cardboard boxes for storing documents, along with labels for easy organization.

• Door-to-door transportation: Upon request, MyStorage’s professional Customer Service team will safely transport your documents directly from your location to our storage facility.

• Highly secure storage: MyStorage’s record storage facilities feature multiple safeguards against theft and fire and are air-conditioned 24/7.

• Document destruction: MyStorage offers document destruction services tailored to your needs, ensuring the secure disposal of important or sensitive paperwork. 

When Do Businesses Need Document Storage?

At MyStorage, many business customers store a wide variety of paperwork. The most common items are tax-related records and documents from construction and residential design companies.

Complying with Tax Record Retention Regulations

In Vietnam, most records, invoices, and supporting documents must be retained for at least 5 years, while some documents must be kept permanently. Record retention is important because the relevant authorities may request a review if any issues arise. To comply with these regulations, businesses need an effective document storage and management system.

Long-Term Document Storage

In many industries, long-term document retention is required by law or for internal management purposes. This creates major challenges in terms of storage space and secure preservation. Businesses with a particular need for professional document storage services include:

• Hospitals and clinics: Medical records must be retained for at least 10 – 20 years. After just a few years, the volume can reach millions of files.

• Construction, architecture, and design companies: Each project generates 500 – 1,000 document sets (drawings, contracts, permits…). Small offices can quickly become overwhelmed.

• Law firms and accounting and auditing companies: Supporting documents, contracts, and financial reports must be stored for 5 – 10 years. With 100 clients/year, the volume can reach tens of thousands of files.

• Banks and financial institutions: Credit agreements, loan applications, and collateral documents must be retained for 10 – 15 years, amounting to hundreds of cubic meters of records/year.

• Schools and educational institutions: Student records, diplomas, and transcripts must be retained long term. A university with 20,000 students generates tens of thousands of files for each cohort.

• Manufacturing companies: Technical records, quality certifications, and supplier contracts need to be stored.

• Logistics and transportation companies: Bills of lading, delivery contracts, and invoices must be retained for many years for reconciliation.

• Trading and retail businesses: Customer records, purchase orders, distribution contracts, and sales data must be retained for audits.

Using professional storage facilities helps these businesses:

• Reduce pressure on office storage space.

• Keep documents in safe conditions and protect them from mold, moisture, and damage.

• Retrieve documents easily whenever needed, thanks to systematic organization and professional management.

Companies That Cease Operations

When companies cease operations but still have outstanding documents and paperwork, they often seek space to store them until they are no longer required.

Benefits of Using Record and Document Storage

• Multiple options for a variety of requirements: Customers have many ways to store their records and documents. Options range from conventional warehouses and storage facilities suitable for basic protection to temperature- and humidity-controlled facilities for important documents that require appropriate conditions to prevent deterioration over time. 

• Cost savings: Using an off-site document storage service is generally more cost-effective than operating an on-site storage facility or expanding office space to accommodate paperwork. Professional storage providers already have suitable facilities that businesses can use with confidence.

• Privacy and security: Professional document storage services provide robust security systems, including surveillance, access control, and fire protection, to maintain confidentiality and protect documents from damage, loss, or theft.
• Easy access and retrieval whenever needed: The self-storage model for records and documents is ideal for businesses that need quick access to their document storage because it provides unrestricted 24/7 access.