Mike Mc­Carthy ,MDof Mc­Carthy’s Doc­u­ment Man­age­ment, on or­gan­is­ing your of­fice for the new year.

Yorkshire Post - Business - - BUSINESS / FOCUS ON SMES -

1: You can al­ways come up with ex­cuses, but the New Year is a great op­por­tu­nity for an of­fice clear out. Get rid of any Christ­mas para­pher­na­lia, but also have a gen­eral sort through things which have been ac­cu­mu­lat­ing.

2: Make ev­ery­one take re­spon­si­bil­ity for cer­tain ar­eas of the of­fice – get­ting ev­ery­one in­volved is key.

3: Be ruth­less – but be mind­ful of any le­gal or fi­nan­cial re­quire­ment to keep hold of cer­tain doc­u­men­ta­tion.

4: Make sure GDPR is front of mind – does pa­per­work you’re throw­ing away con­tain per­sonal de­tails of cus­tomers, clients or col­leagues? If you’re in doubt make sure the doc­u­ments are prop­erly de­stroyed be­fore dis­pos­ing of them.

5: The best way to get rid of pa­per­work in bulk is by us­ing an ex­ter­nal shred­ding ser­vice. En­sure your provider gives you a cer­tifi­cate of de­struc­tion, and that they re­cy­cle the waste.

6: If there are any elec­tronic items which you need to get rid of, they will also re­quire a spe­cial­ist com­pany to wipe and dis­pose of them. It’s not enough to delete the data, as some­one may still be able to ac­cess it. Hard drives, lap­tops, USBs, and CDs should be prop­erly wiped and then dis­posed of se­curely in ac­cor­dance with the WEEE Di­rec­tive.

7: If you seem to be run­ning out of space, but an of­fice move isn’t on the ta­ble in the short term, con­sider self stor­age. Units of vary­ing sizes can be hired and of­ten ac­cessed 24 hours a day.

8: If you have pa­per­work you need to hold on to, but don’t need to ac­cess fre­quently, con­sider us­ing an ex­ter­nal doc­u­ment man­age­ment ser­vice.

9: For pa­per­work which needs to be kept for a spe­cific pe­riod of time, con­sider an archive ser­vice with an au­to­matic de­struc­tion on a given date. This takes any stress away from you, and the doc­u­men­ta­tion can be shred­ded on a de­fined date, even sev­eral years in the fu­ture.

10: When get­ting rid of any­thing, con­sider your en­vi­ron­men­tal re­spon­si­bil­i­ties. You may be asked for proof of re­cy­cling if you plan on go­ing for fu­ture ac­cred­i­ta­tions.

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