It’s time to clean out your office if your company has overstuffed filing cabinets and messy desks! An annual spring cleaning is an easy way to dispose of all your unwanted documents that your company has hoarded over the past year. Find out how to organize, backup and recycle these documents to give your business a fresh start for the changing season.
Sort and Categorize Your Files
Start by reviewing your paper and digital documents across all departments in your office. Organize them into categories such as “Active,” “Important but archived,” and “Dispose.” Sorting these documents will inform you and your staff of the important documents to keep so that nothing substantial gets thrown away.
Scan Important Documents
In case the unexpected happens, keep your business essentials intact by digitizing important records. Use a high-quality scanner to create a secure, backed-up digital library for any documents or tax records that you may need in the future. This process reduces physical clutter while keeping vital files accessible for viewing.
Shred Sensitive Information
Confidential documents, such as tax files or employee records, should never go straight into the trash. Use an office shredder to destroy sensitive papers and turn them into small, illegible pieces to properly dispose of your unwanted documents during a routine spring cleaning. Doing so will protect your business from data breaches from unauthorized users when your documents leave your workplace.
Recycle Non-Sensitive Paper
Don’t just toss non-sensitive documents! Partner with a local recycling program or drop them off at designated recycling facilities for proper disposal. This eco-friendly habit will clear out space while supporting sustainability, especially if your business stockpiles documents daily.
Declutter Email and Digital Records
Aside from your hard copies, you can also declutter any digital records that are taking up space and slowing down your computers. Spend some time organizing your email inbox and deleting unnecessary files from your cloud storage. Archive old but important items in labeled folders for quick future access.
Set Up a Document Retention System
Prevent future overflow by establishing a clear document retention schedule. As you’re clearing out last year’s documents, decide how long to keep each type of document and encourage regular disposal practices to keep things tidy year-round. Training your employees in proper disposal practices will also prevent a messy workplace.
With these old documents out of the way, you’ll have a clean, organized office that your staff will appreciate. Consider investing in office shredders supplied by Capital Shredder to make disposal easier and prevent security breaches. Keep your office clean and protected with these tips as you take on the new season.