Tips for Managing Your Inactive Files
Inactive files are a challenge to manage for any business. They take up space, and you can’t get rid of them until they reach a legally-mandated final disposition date. So, what should you do with your inactive files? In this blog, we offer several helpful records management and storage tips to help you.
Tip 1: Organize
First, separate your inactive files from active documents. Review the retention period for each file and make sure it’s clearly labeled with review periods and final disposition dates. If you’re unsure of your document retention obligations, consult with your accountant and/or attorney.
Tip 2: Purge
Any active file that has expired and is past its required retention period should be destroyed. Your shredding provider can deliver locked collection containers to your office, allowing for quick and easy disposal of inactive files. After you’ve filled the containers, a shredding technician picks up and transports the material to a shredding plant for secure destruction. Upon completion of your purge shredding project, your shredding provider gives you a Certificate of Destruction.
Tip 3: Store Offsite
Inactive files take up valuable office space. Once you’ve purged what you don’t need, it’s time to send the rest offsite. A records center offers a safe, clean, secure facility for storing inactive files. It features:
- zoned fire detection and suppression technology
- 24-hour surveillance
- strict building access monitoring and control
Your offsite records storage provider stores your documents on high-density records storage racking systems and tracks them with state-of-the-art barcode technology. You have 24/7/365 access to your documents. When you need a file from the records center, a background-screened and uniformed professional courier delivers it to you in a GPS-tracked and alarmed vehicle, maintaining a strict chain of custody. Your records storage provider can also scan your active files to digital images and send them electronically to your desktop or laptop with a Scan on Demand solution.
Following these tips helps take the headache out of managing your inactive files.
Docusafe serves businesses in New Jersey, New York, and Pennsylvania with document destruction, document scanning, and imaging services.
For more information about our records management and information lifecycle support services, please call us at (888) 264-7367 or complete the form on this page.
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