Locating Files Stored Off-Site

In a recent blog post, we discussed where to store your paper files, including archive files. In some industries, records retention requirements – and the resulting high paper volume – necessitate off-site storage. When storing files offsite, it’s critical to know which files are where so they can be located as needed with a minimum of fuss. This blog post discusses how to determine what to store offsite as well as how to retrieve easily.

1. Decide how you want to group your files. This could be alphabetically, numerically by client number, or chronologically by service date. Your choice will be informed by industry guidelines, your onsite record-keeping system, and how frequently you purge the archives.

2. To make location of archived files easier, create file indices for your archives. Include the following on the file indices:

Continue reading “Locating Files Stored Off-Site”

Where to Store Paper Files

The final step in our Paper File Management series is how to decide where to store your files. Storage depends on a number of considerations: frequency of access, compliance requirements, the size of the files, available storage, and the number of people who must access the files.

Action: Items that require an action, such as bills to pay, phone call notes, research paperwork, or information on making a purchase need to go in your Active Files. Active Files are also known as Tickler Files, because they ‘tickle’ your brain to remember that there is an action associated with them. Choose your most convenient location for your Active Files since you will be accessing them on a regular basis.

Location Options: Action Files can be stored in a number of places: a rolling cart next to your desk, in nearby cubbies or on your desktop. Make sure all labels are visible as these files will be the backbone of your daily tasks.

Reference files are files that might need to be accessed regularly. Frequency of access is determined by type of industry and whether or not paper files are still the accepted standard. When deciding where to store Reference Files, ask yourself:

Continue reading “Where to Store Paper Files”

3 Steps to Reduce Paper

There is little, if anything, more stressful than walking into your office and seeing a mountain of paper. Reducing the volume of paper will certainly help. Below are strategies to help reduce that mountain into a smaller, more manageable, system.  

1. Start with a general sort. Resist the temptation to act on anything you touch. Make decisions as quickly as possible. Sort into:

Action: Items that require an action, such as making a phone call, doing research, sending an email or making a purchase. If like most of us, you have a stack of bills to pay, create a separate pile for these, using one large category labeled ‘To Pay.’

File:  Items to access later or items that you need to keep that have no pending action steps.

Continue reading “3 Steps to Reduce Paper”