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Your Organizing Strategy
In this issue:
- A Note From Anne about Archives
- Do you have retention guidelines in place?
- What kind of files do you have?
- How will you save your files?
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Hello!
So many times, I'll go into an office and people just don't know when it's okay to throw information away. Guess what they do? They say, let's file it in archives! I ask, "Why are you keeping it ? " Are you trying to be compliant? Do you know what is compliant?
I used to think Archives meant "really old information", but Wikipedia defines archives as a collection of historical records, and the location in which these records are kept. So once you've organized and processed your information, where are you storing it and for how long? If you don't know why you are keeping a document for so long, and you're keeping it "just in case" I say that's not good enough.
Archives need guidelines - otherwise, they just end up being cluttered locations whether in storage, on servers, or in forgotten places. Once you establish your company guidelines, you'll have a vision of your future, and a strategy of how to keep things moving, available when needed, and confidently purged (especially important when compliance issues apply).
All my best,
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Do you have a policy in place of your retention guidelines?
The Enron scandal in 2001 certainly changed how we do business -- or at least the expected integrity of how we handle records. We have a responsibility no matter what our business is to retain and protect our records consistently. Whether you work for a large organization or just for yourself, setting some kind of standards will make decisions of what to do with information a lot simpler.
 If you work for a large corporation, you will most likely have a policy in place. Get to know the policy and maybe we can partner with your records department and know how your paper files can incorporate into your paperless storage files. Set up systems to know when to move files from one area to the next and ultimately in the trash!
Small businesses and home offices have responsibilities too. I was so surprised to find out from the Department of Labor that I needed to be consistent with employee files. For example, I was required to purge all employee files in a consistent and timely manner. I learned that you can't randomly say, "Oh that person only worked 2 weeks" and throw out their paperwork. If your policy is to keep all records for 2 years, you keep the file for 2 years, whether they worked for 2 hours, 2 months or 5 years.
Check out these IRS Record Retention guidelines to make sure you are adhering to federal policies. Always check with your accountant if you should have any questions.
P.S. Don't forget to include voicemail in your policies. |
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What kind of a file is it?
 Is the actual file of value as a total file? Does the file have a purpose that is meant to be together or is it a bunch of random information? Just because someone else has a copy of the information from the file, it's possible there may be a defining historical value to the full contents of the file the way it is.
How do you want to keep the file? Know that there are different kinds of files: administrative, human resources, legal, audit, fiscal, and historical.
I had an organizing project at an elementary school once and one of the project leads wanted to scan all the report cards from the early 1900's. I hesitated and asked her to seriously consider the intrinsic value of a document of that time period. Turned out it was a great save, we stored all the dogged ear report cards and documented where they were stored. They were of historical value! |
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How will you save your files and email? a server? off site storage?
Consider the options here, what's most cost effective?
Physical Files - You can choose to store information in a storage area if the cost of real estate is practical. You don't want to spend $30/month to store 10 boxes.
Email storage - Are you using a big enough server or do you have available memory on your desktop? Are you paying for unneeded, empty space? Is your back up handling records that are outside of your archival policy?
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My final thought is how are you managing your archival guidelines, automatic or manual?
If you're using The Paper Tiger, put the retention expiration date in the action date field and use the notes field to add a "purge the file" upon the action date. You will be reminded to purge that file on the appropriate retention expiration date.
 All others put the a purge date on your Outlook or calendar system and schedule in time to purge files to keep them moving. This process will save you money on storage and frustration!
If you need some help, call me at 303-778-0588 or email to schedule time with me or one of our Productivity Consultants to help you get things moving along. Need products... if you don't have The Paper Tiger? Order it here and receive 30 minutes free telephone support for installation and set up of your filing system at work or at home. | |
Strategize & Organize
460 South Marion Parkway
Denver, Colorado 80209
(303) 778-0588
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