As the end of the year fast approaches, there couldn’t be a better time to get your office in order. If you’re like many of our clients, the busy year has left your office overflowing with documents, files and equipment that need attending to, fast.
Whether your files need to be cleaned up, stored appropriately or destroyed to avoid privacy breaches, chances are they’ve piled up quickly. In fact, you probably haven’t realised just how cluttered your workplace has become. And if you have, you’re wondering just how and when you’re going to be able to tackle this monstrous task.
Having helped thousands of clients over the years declutter and clean out their office files, we’ve created a list of 5 easy tips to help you plan your office clean out and start the new year, feeling fresh and organised.
1. Take stock of your files
Rather than letting your paper and digital files pile up and clutter your workspace, it’s time to sort out what you actually need. It’s more than likely your files will fall into three categories:
- Files relevant to current business
- Files that need archiving
- Files that need destroying in accordance with Australian privacy legislation
Once you’ve sorted out which category your files fall into, then you’ll know what you need to organise and find a home for, what needs to be archived and stored and what needs to be destroyed. The best part is, this process will make it easy for you to quickly arrange your files and work out what’s required to get everything organised.
2. Find a home for everything
Now that you’ve arranged your files, it’s time to find a home for everything. For files you require for current business, it’s a good idea to use dedicated draws, safes or shelving that are out of the way of your office space and kept away in a safe location. You’ll also need to make sure these storage options have a streamlined filing system so that each file has a home and can be easily located.
For files that need archiving, you’ll want to arrange archive boxes to either be stored at your location or offsite. There are a multitude of services in Sydney that can provide archive boxes for all your needs.
For files that need destroying, to save you from going through and tediously packing these away, we suggest hiring a document destruction bin. Our bins make it extremely easy for you to remove these files. All you have to do is chuck your documents in the bins, paper clips, staplers and all, and leave the bins for us to collect. It’s as simple as if you’re throwing them in the bin never to be seen again, except our bins are secure and meet Australian legislative requirements.
3. Organise your digital files
Just like the physical documents piling up around the office, your digital files also need sorting. The appropriate storage of digital files is just as important, if not more important than your paper files. This is because businesses are increasingly relying on digital storage of sensitive information but arranging and destroying this information is not as straightforward as shredding your documents.
To make sure your office is compliant with Australian legislative requirements for the storage and destruction of confidential information, you’ll need to organise your digital files into the same categories as mentioned above:
- Files relevant to current business
- Files that need to be archived
- Files that need to be destroyed
But what do you do with the digital files that need destroying? Many people think that simply deleting or erasing digital files from their old devices is enough to dispose of the sensitive information, but what is often overlooked is the information you delete is still retrievable.
The only way to destroy these files is to destroy the piece of hardware they’re stored on, whether that be a USB or hard drive.
Once you’ve found a home for your files, then you’ll know what hardware to keep in the office and what hardware needs destroying.
4. Engage a mobile document destruction company to destroy your files
Unless you want to spend hours and hours feeding your documents through an expensive but small and tiresome document shredder, we recommend hiring a mobile shredding company to take care of your needs. It’s an easy option that requires little time and hassle from you.
All you have to do is fill up the document destruction bins or point us in the direction of your pile of shredding and we’ll shred it onsite. It’s as simple as that and you can get on with business in your newly decluttered office.
And if you’re in need of a service to destroy your digital files and hard drives, we can take care of that for you too. Using our state-of-the-art technology , we’ll shred your media devices and files so they can never be access again.
Shredding your files, paper and digital, is not only important for a clean and organised office space, but it’s imperative to secure your business and ensure you’re operating in accordance with Australian legislative requirements.
5. Create an automated system to manage your files
Rather than waiting for an EOFY or end of year office clean out, we suggest establishing a data management system. Such a system allows you to keep track of your documents through data timelines. So rather than sorting through countless files to work out what needs shredding and what doesn’t, your files will be arranged and managed periodically.
That way, instead of undertaking bulk and time-consuming clean outs, an automated system will ensure files are appropriately stored and destroyed on a regular basis.
Time and time again research has pointed to the benefits of clean and organised working environments for productivity and motivation and having a system in place for your data management is no different.
So if you’re looking to enter the new year fresh and organised, find out how we can help make your end of year office clean out stress and hassle free. Visit us at Complete Shredding.