Obviously, you cannot purge all your paper documents but you can get them under control. Now is the time to start looking at what the approved retention schedule is for paper documents in your field of operations.
Additionally, look at the document retention schedule for Tax and medical documents.
OK, so what if you are at the point where you can get rid of paper documents?
It has been my experience that the moment after you throw something away is the moment you need that document. So, why not scan it to a digital (PDF) format?
Most modern Multi-Function Printers and Copiers have the BUILT-IN capability to scan a typical 8 1/2" x 11" paper and convert it to PDF on the fly. Think about converting filing cabinets and filing cabinets of paper down to a couple of DVDs. If properly stored and maintained the CD/DVD "experiential life expectancy is 2 to 5 years even though published life expectancies are often cited as 10 years, 25 years, or longer." The "experiental" refers to actively using your CD/DVD such as your favorite Star Wars movie. The DVD will last longer if all you do is burn your data and then store the CD/DVD.
Here are a few things to remember (courtesy of the National Archives (Frequently Asked Questions about Optical Media) section):
- Read the disc immediately after writing and/or before storing it to verify that what was written is what was intended, that it is readable, and conforms to your inventory.
- The discs might only be readable on the specific drive on which they were originally recorded or on some other compatible drive.
- The data recorded onto CDs/DVDs should not be "zipped."
So save yourself some time (dealing with stacks of old papers) and heart ache (fading of ink on paper) and get those papers converted by scanning, digitizing, and stored then and only, after checking the retention schedule, SHRED (CROSS CUT PLEASE) and thrown away.
Until Tomorrow,
Dave Guerra
Rio Records Service, Inc.
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