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