How to Keep Track of the Items in Your Storage Unit

Before anything goes into your unit, make a complete list of what you’re storing. Break it down by category: think kitchen gear, seasonal decor, tools and office supplies. That makes it easier to scan later when you’re looking for something specific.

Be as specific as makes sense for your needs. Instead of “books,” write “Cookbooks – Box 12” or “College Textbooks – Box 3.” Note the quantity, condition and even brand if it’s something high-value, difficult to replace or tax deductible. You’ll thank yourself later when the holiday season rolls around or when it’s time to move.

Of course, this doesn’t need to happen all at once. If your storage unit is already full, start with what you can see and work your way through the sections one by one. The goal is to create a reliable reference point, not to make things perfect overnight.

Even the most detailed inventory list won’t help much if your boxes aren’t labeled properly. You want to be able to scan your unit and know exactly what’s where — without having to open everything up.

Here’s what works best:

• Label every side of a box, not just the top. That way, no matter how it’s stacked, the label is visible.
• Include both the category and the contents. For example, “Holiday Decor — Lights & Tree Skirt” is more helpful than just “Christmas.”
• Use large, legible lettering — a thick permanent marker or printed labels that won’t smudge or fade.
• Create a box numbering system that matches your inventory list (e.g., Box #1: Camping Gear).
• Color-code by category if you want to go the extra mile — blue for kitchen, red for holiday, green for office, etc.

Reusable plastic bins? Go for waterproof labels or laminated cards you can slip inside. If you’re dealing with cardboard, avoid sticking labels on the bottom or near tape seams — they’re more likely to fall off over time.

A layout map may sound excessive, but it can save you hours in the long run — especially when you need to grab something fast. Start simple. Once your items are labeled and categorized, decide how they’ll be arranged inside the unit. This part is all about making your storage work smarter for you.

Create a rough floor plan.

Use graph paper, a phone sketch app or even a simple hand-drawn diagram to block out where each group of items will live. Label each section just like you would in a closet or pantry: “Seasonal,” “Tools,” “Collectibles,” “Sentimental Keepsakes,” and so on.

Store with accessibility in mind.

Anything you’ll need seasonally or frequently — like camping gear, spare linens or business inventory — should go near the front. Heavy furniture or long-term storage (like old files or keepsake boxes) can live farther back. Leave a small walkway if space allows. You’ll thank yourself when it’s time to reach that box in the corner.

Snap a few photos of the layout.

These are surprisingly useful when you’re not onsite but want to check whether something’s in storage or when you’re trying to direct a family member to pick up a specific item.

Once the layout is set, update it anytime you do a major reorganization. Remember, it doesn’t need to be perfect — just accurate enough to help you find things quickly without digging.

A digital inventory makes your list searchable, shareable and nearly impossible to misplace. Whether you’re someone who loves spreadsheets or prefers a plug-and-play app, there’s a method that can make tracking your items easier and faster.

Here’s how to make it work for you:

• Start with a simple spreadsheet if you’re new to digital tracking. Include columns for Box Number, Category, Item Description, Quantity and Notes.
• Add photos of the box contents (or even individual items) to help with quick visual reference (especially useful for insurance or resale down the line).
• Use dedicated inventory apps like Sortly, Magic Home Inventory or SmartStop’s own app, which lets you keep a digital record tied to your storage unit. You can download the SmartStop app at the Google Play Store or Apple App Store.
• Include box location info so your list mirrors your unit’s layout: e.g., “Back wall, lower shelf.”
• Make your list mobile-friendly. Store it in Google Sheets, Dropbox or any platform you can pull up on your phone when visiting your unit.

The best digital inventory is one you’ll actually use, so keep it simple, clear and accessible. Whether you’re checking from your car, your couch or inside the unit itself, it should only take a few seconds to answer, “Do I already have this in storage?”

The key to making an inventory useful for you is ensuring it reflects reality. That means revisiting and updating it whenever you add something new, remove an item or shift things around in the unit. It doesn’t have to be complicated! Just remember to take a moment to add a quick note or change your inventory as you go.

If you’re visiting your unit seasonally (say, to rotate decorations or swap wardrobes), build in a few minutes to check your list. Mark what’s gone, what’s new and what might be better off donated or tossed. This is also a great opportunity to scan for duplicates or forgotten items you don’t actually need.

Think of your inventory as a living document: it evolves along with your needs. Over time, it’ll help you stay organized, spot clutter before it piles up and make smarter decisions about your space. And if you ever decide to move to a larger (or smaller) unit, it’s the best tool you’ll have for managing that transition smoothly.

A well-maintained inventory list is also a tool for reclaiming space and making smarter storage decisions. Over time, units can turn into graveyards for forgotten items: clothes that no longer fit, gadgets that have long been replaced and boxes full of mystery cables and paperwork. Your list helps shine a light on what’s truly worth keeping.

Review it every few months with a critical eye. If there are things you haven’t touched — or even thought about — since placing them in storage, ask yourself why they’re still there. An inventory makes these patterns easy to spot. You might realize it’s time to consolidate, donate or finally let go of those “just in case” items.

It’s also a great way to gauge whether your current unit still fits your needs. If space is tight and everything in your list is something you use or value, that’s a good signal it might be time to upgrade to a larger unit. On the flip side, if your list shows more empty boxes than essentials, downsizing could save you money.

The systems that work best are the ones you can stick with. Once your inventory is in place, a few extra habits will help keep everything running smoothly:

Keep a printed copy or digital backup.

Even if your list lives on your phone, a printed version stored inside the unit can come in handy — especially if someone else needs to retrieve an item for you.

Store mini-lists inside each bin.

Slip a sheet of paper or laminated card inside the lid, listing everything inside. It’s a quick reference and helps keep the main list accurate if boxes get opened or re-packed.

Set calendar reminders for check-ins.

Add a seasonal alert to your phone or planner to remind you to review your inventory. Use these check-ins to remove anything outdated or add new acquisitions.

Stay flexible.

Your storage needs will change over time. The goal isn’t perfection but to create a system that helps you stay one step ahead of the mess!

Ready to find a storage unit for your belongings? Use our Storage Locator to find a facility near you. For more tips on staying organized, head to the SmartStop blog.