End of the Year File Transfer
Just about every company faces it every year, and it doesn't seem to get
any easier as each year passes...the annual purging of current years
files, transferring them to archive, and making room for next years
files. To follow are 4 tips that could help avoid some headaches:
1.Make a list.
Instead of diving head-first into the file drawers
and haphazardly yanking out all the folders you want to transfer, first
write down those files that you will need to move into storage. For
instance, if you know you are moving the current years customer files to
an archive area, put them on the list. Same goes for invoices, or
purchase orders or anything else that has to be transferred to storage.
Having a written overview to work from will allow you to go about the
task of transferring year-end files much more efficiently and
productively overall.
2.Invest in some boxes designed for file storage.
Many people simply
throw their outdated files into any old box, or worse, they throw them
into a corner of a closet. What happens if you need to look something up
at a later date? Trycorrugated storage files specifically designed for
file transferring. These boxes usually come preprinted on the front with
grids for identifying the contents, plus, theyre made of sturdy material
that will help protect your files.
3.Toss a few things away.
Obviously you have to use proper judgment,
but the fact is, not every piece of paper needs to be transferred into
storage and saved. The few minutes youll spend going through papers and
deciding what can be tossed will be well worth the effort because in the
long run, youll be saving space in your storage area that you might need
for future years records.
4.Allow room for last-minute additions.
When filling your storage
files with folders that need to be transferred out of the current file
drawer, be careful not to fill each storage box to the very limit.
Chances are youll come across another folder or two...perhaps a whole
bunch of folders...that you missed the first time and that also need to
be transferred into storage.
