While it’s a good idea, going through a year’s worth of documents can be overwhelming and that often leads to avoiding the task all together.
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New Bern, NC (Vocus) July 15, 2010
Summer is in full swing and businesses are preparing for the last half of the year. That’s why Confidential Records Management, Inc. (CRMI) says it’s the perfect time for a mid-year records purge.
“Businesses typically wait until the end of the year to do a records purge,” said Gail Bisbee, president/CEO of CRMI, a North Carolina firm specializing in document management. “While it’s a good idea, going through a year’s worth of documents can be overwhelming and that often leads to avoiding the task all together.” By doing a document purge twice a year, it will be quicker, you’ll save office and file space and you’ll be able to find documents more easily.
Before you start tossing documents, Bisbee says keep a few things in mind. “Some state and federal regulations require businesses to retain certain documents, so prepare before you toss,” she said.
To get started, sort documents into a “keep” and a “toss” pile:
- Retaining documents – Find out how long you need to keep documents by speaking with your accountant, attorney and a firm specializing in document retention. Don’t keep everything because, in the event of an audit, all documents can be reviewed. Store documents in a locked, climate and access-controlled location. Your information will be safe from identity theft and it will stand the test of time.
- Tossing documents – Legally, businesses need to ensure confidential destruction of records. But destruction goes beyond a legal issue; it’s also an issue of protecting yourself or your business from identity theft. Thieves often comb through garbage for information and have been known to tape together single-shred documents. For small volumes of information, a high-end shredder will work. Most businesses however need the services of a firm that ensures confidential destruction.
“Then, stay on top of managing your records by planning another purge day, about six months from your previous one, and stick to it,” said Bisbee. “By doing it right, your business will be more efficient, safer and legally compliant.”
Founded in 1995, Confidential Records Management, Inc. (CRMI) is a North Carolina based business with state-of-the-art record management facilities throughout North Carolina. CRMI is the industry leader in professional records and information management. For more information visit
Leonard & Finco Public Relations