Are you feeling overwhelmed by the number of old files taking up space in your office? Are you not sure what to do with themDon’t worry, you’re not alone. Many people face this same dilemma. In this blog post, we will discuss some tips on how to handle old files. Keep reading for more information!
Step 1: Sort the Files
The first thing you need to do is sort the files to determine which ones to keep and those to get rid of. You can use a variety of methods to sort the files, including:
- Dates: You can sort the files by dates, such as those that are less than one year old and ones from two or more years ago.
- Client: If you have a lot of client information on file, then sorting them by clients is another good idea. Doing so will allow you to easily review what you did with each client and their documents accordingly.
- Type of Document: This could include financial records (e.g., tax returns), legal documents (e.g., wills), or other types of paperwork like medical bills. All these things needn’t necessarily be kept for years at hand for future reference. Some only require storage for five to seven years after which they become obsolete or not relevant anymore.
- Purpose: You can sort the files by purpose. For example, those needed for legal or tax purposes should be kept longer than personal documents like receipts from buying groceries at Target last week.
Step 2: Shred Documents No Longer Needed
The next step is to shred any documents that you no longer need. It will help free up space in your office and ensure security.
Some companies offer secure document destruction services. They can come out once a month or quarter, depending on how much paperwork needs destroying each time around. You can also use a personal shredder if you have one. If not, most office supply stores sell small and inexpensive ones. However, these techniques may not be as secure as opting for a professional service.
Step 3: Recycle or Donate Documents Not Needed Anymore
The third step is to recycle or donate documents not needed anymore. By doing this, you will be helping the environment by reducing waste in landfills and contributing to a greener planet.
You can also donate them if there is still some relevant information on those papers. There might be someone out there who could benefit from your old files! They just need someone like you willing to help make their life easier.
Step 4: Store Documents You Want to Keep Longer
Store the documents you want to keep longer. Some people choose not to digitize their files because they prefer having hard copies at hand or feel more comfortable with them.
However, if space is an issue in your office and want some of these papers out of sight but still accessible, then consider storing them digitally, such as scanning them into PDFs.
Advantages of storing digital versions include being able to search through them quickly by keyword searches rather than flipping through pages, manually looking for one piece of information among hundreds if not thousands of paper documents.
Another advantage is that there’s no need to keep track of where you put them physically since everything is stored in one place. It also saves money on storage units. Lastly, if something happens like fire or flood damage, then these digital copies can be easily restored with minimal loss due to redundancy.
Step 5: Create an Organizational System
The final step is to create an organizational system for your documents. This can be something as simple as a manila folder with labeled tabs or using software like Microsoft Outlook or Evernote.
Then teach your staff how to organize. This will help keep everyone on the same page and make it easy to find information when needed. They can learn how to:
- Sort files by type (paperwork, client info, receipts)
- Keep a master list of what is in each file drawer/folder
- Create an electronic filing system (scanning papers into PDFs)
- Label hanging folders with dates or topics covered for easier access later on
- Store extra office supplies like paperclips, staples, pens in a desk drawer instead of taking up space in the cabinets with them
Organizing your files can save time when looking for a specific document. It also eliminates the need to keep track of where each document is physically stored and prevents vital papers from being misplaced or lost. It can also reduce stress since everything is in one place.
By following these five tips, you can create an efficient system for dealing with your old files. This will help free up space in your office, make it easier to find what you need, and reduce stress.
