Making Document Cleanup Easy

Winter is an excellent time to tidy up your office. When it comes to paper documents, you may want to conduct a major purge more than once a year rather than wait for spring to arrive. Hard copy files take up a lot of room and can cause your team to lose time that could be better spent doing their jobs. As you plan your paper purge, remember to enlist the services of a professional shredding and records management company. They can assist you with proper destruction and storage services. With their help, you won’t have to worry about losing vital files or struggling to maintain your records.

How to Know It’s Time to Schedule a Major Paper Purge

Are you struggling to decide when to start purging the paper in your office? Here are seven signs that now is the time for a significant purge:

1. Your filing system and cabinets are overflowing. Most offices have several filing cabinets teeming with manila folders and paperwork. The drawers don’t shut properly, and what doesn’t fit winds up on your team’s desks, making it challenging to stay organized. When the drawers and desktops overflow, it’s time to call reinforcements with a professional shredding company.
2. Your archiving system is a mess.  If you don’t have a good handle on your archiving system, you and your team will spend too much time combing through drawers looking for documents. The lost productivity can be frustrating. However, by purging your archives, including using cloud-based storage, your team will spend less time tracking what they need.
3. You are worried that your documents are not properly secured. When your file cabinet drawers are overfull, they may not close and lock properly. Additionally, if they are not in a secure area, anyone can access records they are not authorized to. Conducting a purge will help bring things back under control and allow you to secure records.
4. You are stuck at your desk. Working from home is an option today, but it isn’t when you are stuck at the office because all the paperwork is in hard copies. Choosing a professional company that can scan and index your records helps make working from home possible.
5. The expenses to keep things stored in-house keep going up. Everything costs money, and some items cost more than they used to. Buying more file cabinets takes up money and space. You can save both by scheduling a significant purge of your documents. It can also be cost-effective to store your documents off-site.
6. Some documents have passed their retention dates. The best part of retention dates is that when you reach them, you can take action. Failing to take action can lead to too many files remaining on your premises. It makes sense to purge as soon as retention dates come up.
7. You need more office space. Office space is at a premium and can be expensive. Before your company decides to move to a new location, consider how much space you can have by conducting a major purge of all files.

Plan a Paper Purge with the Professionals 

Conducting a whole office paper purge is not for the faint of heart. Crown Information Management can help your team by providing shredding and storage services. Additionally, we can help with media and product destruction and document scanning. We understand the need to destroy and store documents securely. Call us today, and let’s get to work!

For experienced help with shredding, media destruction, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.