Spring cleaning your office & document storage
We’re coming up to the time of year when a spring clean is essential. So, how does that work in an office environment? Given the focus on efficiency and the leanness that is required for a hybrid workplace today, it’s vital to ensure that your premises are as decluttered and organised as possible. Piles of paper and boxes of documents can create a stressful environment, as well as a fire hazard, so these are a great place to start where a spring clean of your office is concerned.
Getting started with spring cleaning and document storage
Every workplace can get a little chaotic at times but this is not a productive working environment. So, it’s key to get some basics in place when it comes to cleaning and document storage:
- Implement a policy of keeping shared spaces and communal areas tidy and clutter free, including corridors and areas that are used for moving through.
- Introduce a clean desk approach so that everyone gets used to leaving their desks decluttered at the end of every day.
- Overhaul your filing system so that it is easy to use and paperwork is simple to file and organise.
Create a system for storing essential documents
Depending on your industry there may be a requirement to keep hard copies of certain documents so document storage systems are vital. There are lots of different ways to do this, including using an off-site document storage facility. When you’re approaching effective document storage it’s important to make sure that you have a plan. Start by making a list of the documents that you have and where they are going to be stored (on site or in off site storage) and then organise all the documents you have so you can see the volume of what needs to go where.
Document destruction will also be vital
Especially in the light of data protection requirements and regulations it’s vital to ensure you have a robust system for document destruction in place. Make a list of every document and file that is now obsolete and which can be destroyed and then put a timeline on destruction so that you’re not sitting on sensitive data for long periods of time.
Taking action is the key
Many businesses only get as far as making lists and plans for document storage and never actually action this. It’s vital to ensure that, once you have a clear idea of what needs to be organised, stored off site or destroyed, that you also put this into action. It will also be important to think about how you’ll access any documents in storage, how you’ll keep track of what’s in storage and the systems you’re going to use for creating a clear audit trail where your documents are concerned.
There are many benefits to improving the way that your business handles documents as well as the general standards of organisation and cleanliness on the premises. That’s why spring cleaning your office and document storage at this time of year is such a great idea. For any advice on this topic please visit or contact us.
