Paper Hoarding Is Costing Your Business More Than You Think

The Problem: The Hidden Cost of Keeping Everything

"We might need it someday." These five words have filled countless storage rooms, rented warehouses, and offsite facilities across Perth. But have you calculated what that "someday" is actually costing?

The True Cost of Document Hoarding

Direct Storage Costs:

• Offsite storage: $15-50 per box per year
• Office floor space: $300-500 per square metre per year
• Filing cabinets: $500-2000 each, plus the space they occupy

Example Calculation:

A mid-sized Perth business storing 200 boxes offsite at $25/box/year:

• Annual cost: $5,000
• 10-year cost: $50,000
• Plus retrieval fees, transport, and staff time

Hidden Costs:

• Staff time searching for documents
• Duplicate copies because originals can't be found
• Larger premises needed to accommodate storage
• Insurance for stored materials
• Risk of damage from water, fire, pests

Why Businesses Hoard

Fear of Non-Compliance:

"What if the ATO audits us?" But retention requirements are typically 5-7 years, not forever.

"Just in Case" Mentality:

"We might need it for legal purposes." Yet 99% of stored documents are never accessed again.

Nobody's Responsibility:

When no one owns document retention, everything gets kept by default.

Effort Required:

Sorting and destruction takes time. It's easier to rent another storage unit.

The Solution: From Hoarding to Strategic Retention

Calculate Your True Costs

Step 1: Inventory

• Count storage boxes/cabinets
• Measure floor space used
• List offsite storage costs

Step 2: Age Analysis

• What percentage is over 7 years old?
• What percentage has never been accessed?
• What percentage is duplicated elsewhere?

Step 3: Cost Projection

• Current annual cost
• 5-year projection if unchanged
• Cost of one-time purge vs. ongoing storage

The Destruction ROI

Typical Scenario:

• 200 boxes in storage at $25/year = $5,000/year
• 150 boxes are over 7 years old
• Destruction cost: ~$750 one-time
• Annual savings: $3,750
• ROI: 500% in year one

Implementing a Document Diet

Phase 1: Stop the Bleeding

• Implement retention policy immediately
• Stop sending new boxes to storage
• Destroy eligible documents as they age out

Phase 2: Tackle the Backlog

• Start with oldest materials
• Work systematically through storage areas
• Set monthly destruction targets

Phase 3: Maintain the Discipline

• Annual retention reviews
• Scheduled destruction dates
• Regular reporting on storage metrics

WEST SHRED Backlog Clearing

We help businesses clear decades of accumulated documents:

• Free assessment of your storage situation
• Bulk pricing for large volume destruction
• Systematic approach to clearing backlogs
• Ongoing service to maintain compliance

Stop paying to store documents you don't need.