The start of a new year is the perfect time to get on top of that seemingly never-ending pile of paperwork. Whether you’re working from home or the office, you can get on top of that archiving and start the year feeling organised. We’ve put together a few of our top tips to change ‘I’ll get round to it later’ to ‘First things, first. Archiving’.
Set your routine
New Year, new routine. Creating a daily work routine will allow you to keep focused throughout the day. Set a time at the end of each day to tidy up your workspace and put away any filing or loose paperwork. Taking mugs to the kitchen and giving your workspace a deep clean not only makes sure you’re COVID Secure but also means you’re not greeted by the sight of a messy workplace the next morning. Create a list (with our new to-do pads!) at the end of each day; making a note of the things you haven’t quite finished (if there are any) and a list of jobs for the next day.
Those documents won’t organise themselves
Before tackling that pile of documents, decide on an indexing system that makes sense for your needs. Indexing is the process of categorising documents according to different search terms, we put together a document indexing article outlining exactly what it is, how it works, and how to implement a new system so if you need pointers we recommend taking a look (and then coming back here of course). In short, you need to create a searchable system that allows you and others in your business to find what you need within minutes.
Now you’ve got a system in place you can put your documents back where they belong. If they don’t have a home, it’s time to make one! The first step is ordering your stackable flat-pack boxes from Archive-Vault, they’re the perfect way to keep your documents in pristine condition. Once you’ve assembled your boxes it’s time to get them labelled up and your paperwork filed away according to your new indexing system. If you’re storing your documents with us we recommend updating your indexing on our client portal.
Whether your documents are stored in the office or at Archive-Vault (or both!); having a system in place will mean you not only know where each and every document is, but you’re able to manage the document retention lifecycle better. A win-win where you avoid unnecessary storage costs, have no wasted space in the office, and are always adhering to data protection regulations.
Stick with it
The more you stay on top of it, the easier it will be. Don’t let that archiving pile creep up like last year! The key to a successful document indexing system is keeping on top of it and being consistent – without consistency, things can quickly become disorganised and files could be lost, something we definitely want to avoid. Besides, you don’t want to be the 92% of people who break their New Years Resolutions in January, do you?!
Save money and keep compliant
Staying on top of record retention is another fantastic way to keep on top of your files. Now you’ve got an indexing system in place you’ll know exactly how long each document should be kept for.
With our client portal, you can input the destruction review date of each document at the same time it’s indexed. We recommend setting a reminder to check these periodically or making it one of your first new year jobs each year! Reviewing the retention dates will not only prevent you from storing data unnecessarily but will save you money too.
Get on top of your to-do list with one of Archive-Vault’s free to-do list pads, give us a call on 01603 720722 or email info@archive-vault.co.uk to see how we can help.
