When is “spring cleaning” not related to the season? When you’re moving to a new office. This is a great time to evaluate the paper in your office and determine before the move which documents you need to take with you, which should be digitized, which stored in long-term storage and which shredded.
Find the Paper
The first step is to take an inventory of all your paper documents. Make sure to include all filing cabinets, boxes, desks and file rooms throughout your office. You will also want to take note of the types of documents and your records retention and security requirements.
Scan, Store, or Shred?
Once you know how many and which type of paper documents you have, you can classify them as one of three types:
- Documents to be scanned: These are documents that typically need to be accessed on a regular basis, or by a large number of people, or they need to be tracked or securely stored or easily shared.
- Documents to be stored: Documents that you need to keep but do not need access to. Make sure an inventory is taken of the boxes with a retention schedule so the boxes are not stored for eternity.
- Documents to be shredded: Documents that you are not mandated to keep, you will never need to access them or they have been digitized so they exist in another format.
How to Store Your Scanned Documents?
Once scanned, you’ll need a place to electronically secure store, manage and share your newly digitized documents.
We recommend you research cloud document management software which gives you access to any document from any mobile device or computer with no capital expense or ongoing maintenance costs. Your existing electronic files, such as word documents, can also be stored, managed and tracked in document management software. If you require software to be on your server, in-house systems are available as well.
Bonus: 4 Moving Tips
- Calculate how much space is taken up by paper and how much you can save in real estate if you scan your documents. You may be able to move to a better location with the same budget if you minimize space requirements.
- Find a document scanning & document management partner before you move, preferably in the planning stages.
- Talk to your architect or office design partner about maximizing the utility and appearance of your new space by eliminating paper.
- Utilize moving project managers to make your overall move easier.
Have a Good Move
After undergoing a document spring cleaning and adhering to a few of these tips, you’re bound to have an easier move and love your new space – and so will your employees, especially your millennial recruits.