In the computer age, it is easier than ever to make backup copies of important records. In fact, most businesses routinely back up their data to guard against computer problems. Copies of critical records will be destroyed unless they are stored in a separate location. Look at the hazards present in the area where the records are stored. Basements can be damp and can become flooded.
Attics are hot in summer and cold in winter.
Records in both locations can be subject to damage from mold, insects and vermin. Even within your office space, storage areas may be located directly under piping or equipment that can leak. Paper records stored in metal cabinets will be somewhat safer from fire than records in cardboard boxes. Review the methods in which these records are stored. It may be practical to photocopy critical records or scan them onto compact disks.