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4 Tips for Managing Your Inactive Files
Every company has a wide range of business records,
including inactive files. Skyrocketing office space costs and privacy concerns
can make managing them a challenge. In this blog, we offer several tips to help
you stay on top of your inactive files.
1. Implement a Records Retention Policy
A records retention schedule indicates how long to keep
inactive files and when to destroy them. Review your record retention policy to
make sure it’s up to date with state and federal regulations. A qualified
records management company can create and support a records retention schedule
for your organization.
2. Organize and Index
Organization is the key to making sure
you can quickly find your information. If you don’t know what inactive files
you have and don’t have the time and resources to organize your documents, seek
the help of a records management provider. Trained professionals implement an indexing solution that categorizes
your files into classes and series based on your organization’s functional needs.
With your approval, they assign retention timeframes and final disposition
dates to each record.
3. Purge Expired Files
Besides increasing your liability exposure, inactive files
take up valuable office space. A professional shredding
and destruction service helps you securely purge expired any unwanted
records. Background-screened shredding technicians collect your documents in
secure collection containers. Based on your preference, they shred your
documents on-site in a mobile document destruction vehicle or transport them to
a controlled-access shredding plant for secure destruction. After they complete
your purge project, your shredding provider issues a Certificate of
4. Go Offsite
Offsite records storage frees up valuable office space while
protecting your privacy. A records
storage provider barcodes your active files and stores them on high-density
racking systems in a records center. Each file is bar-coded and tracked within
a sophisticated inventory management system. A secure web portal allows you to
search for and access your files around the clock. You can have your inactive
files hand-delivered to your office or sent electronically to your device with your
records storage provider’s Scan on
Use these tips to manage your inactive files and archival
Management Center provides businesses throughout Augusta, Evans, Thomson,
Martinez, GA, Aiken, SC, and the Central Savannah River Area with professional
shredding and destruction solutions.