Preparing Your Office for the End of the Year

End of the Year File Transfer
Just about every company faces it every year, and it doesn't seem to get any easier as each year passes...the annual purging of current years files, transferring them to archive, and making room for next years files. To follow are 4 tips that could help avoid some headaches:

1. Make a list.
Instead of diving head-first into the file drawers and haphazardly yanking out all the folders you want to transfer, first write down those files that you will need to move into storage. For instance, if you know you are moving the current year's customer files to an archive area, put them on the list. Same goes for invoices, or purchase orders or anything else that has to be transferred to storage. Having a written overview to work from will allow you to go about the task of transferring year-end files much more efficiently and productively overall.

2. Invest in some boxes designed for file storage.
Many people simply throw their outdated files into any old box, or worse, they throw them into a corner of a closet. What happens if you need to look something up at a later date? Try corrugated storage files specifically designed for file transferring. These boxes usually come preprinted on the front with grids for identifying the contents, plus, they're made of sturdy material that will help protect your files.
 

3. Toss a few things away.
Obviously you have to use proper judgment, but the fact is, not every piece of paper needs to be transferred into storage and saved. The few minutes you'll spend going through papers and deciding what can be tossed will be well worth the effort because in the long run, you'll be saving space in your storage area that you might need for future years records.

4. Allow room for last-minute additions.
When filling your storage files with folders that need to be transferred out of the current file drawer, be careful not to fill each storage box to the very limit. Chances are you'll come across another folder or two...perhaps a whole bunch of folders...that you missed the first time and that also need to be transferred into storage.