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At Perfect Retention, we’ve been working in document storage for the last 70 years. With our experience, we’ve seen a few common mistakes from companies. Please see a list of a few tips we have below and make sure to reach out for any document storage needs you might have.

Assess Your Business’s Document Storage Needs

One of the main issues we see from companies is that they often have not done a proper assessment of what documents they need storage for. For example, businesses often do not have any of their documents categorized by departments such as financial, HR, and other options. As a result, it is harder to assess whether a business needs physical storage, digital storage or both. It is also harder to keep track of each items. This often results in disorganization and makes it increasingly difficult to storage documents.

In order to effectively storage your documents, make sure that you assess what they’re pertaining to and make sure you keep track of the list.

Create a Filling System

Once you’ve assessed your business’s documents, you should create a filing system in which your categorized items should be organized under. Typically, we advise that this be done by department, however, it should be specifically built for your organization. Furthermore, color coding should be used to designate the document’s importance. Labeling can also be used to name specific documents and separate them from the rest of the pile.

In order to properly track your document, create a system to properly file them.

Establish a Document Retention & Destruction Policy

Many businesses keep documents that they do not need to. In order to remedy this, create a scheduled review for documents. Form a list of items of items that need to be shredded and items that you would like to keep. This will help you purge documents that you no longer need to have and free your storage for more important items.

These are only a few tips for document storage. As you’re looking in potential ways to offload your document storage, make sure to reach out to Perfect Retention.