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Thinking inside the box

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Filofile will help you spring clean!

Spring is traditionally the time of year when people decide it’s time to freshen up their home and office space, and now is the perfect opportunity to declutter and start anew with a tidy office. We want to help you by making your working day easier and below are some tips to help you spring clean your office and tackle the piles of files and documents effectively.

It has been recognised that an improved and tidy working environment will lead to increased productivity and a happy, organised workforce. We all acknowledge that our workplace can transform from organised chaos to outright anarchy from time to time. If you don’t keep on top of your archiving it may lead to problems such as being unable to quickly lay your hands on an important document which is frustrating and time consuming.

Here are some great tips for spring cleaning the office and creating an effective document storage system.

  • Try to keep shared workspaces and communal areas tidy and make sure you remove any dirty coffee cups – no one wants to do your washing up!
  • Use a desk tidy and only have what you need close to hand – adhering to a clean desk policy.
  • Organise your paperwork and get in the habit of storing documents in the right place with a good filing system.
  • Ensure all staff are aware of your office systems – do not leave filing to the office junior!
  • Think about that well-known adage: a place for everything and everything in its place (this works at home and at work!).
  • Keep on top of what needs archiving and note down what needs to be stored and for how long.
  • Make a plan of what files can be destroyed, and what files need to be reviewed before they can be destroyed.

Investing in offsite document storage has huge benefits, including freeing up that much needed space in your office. However, offsite document storage is not just about keeping your office tidy but prioritising the safe storage of documents. Remember, dealing with your stored documents doesn’t end when you file them away in your office or in an offsite storage facility. To ensure effective document storage management you need to review your paperwork and securely dispose of anything that is no longer needed. It is good practice to do this regularly and the annual spring clean is a great reminder.

Hard copies of documents are an essential requirement for many professions, often because of legal and compliance considerations, so it’s important to keep them safe and secure. Filofile provides document storage solutions for a range of industry sectors including medical, legal, care homes, educational, insurance, charitable and financial.

Making sure your invaluable files and documents are safe is a huge priority for the Filofile team. Sometimes locating a document in an office can be time consuming and involve lifting lots of boxes to find the right one. At Filofile we ensure that retrieving your documents is a simple, hassle-free process. We use a comprehensive barcode indexing technology to track your files which can be integrated seamlessly into any records management processes you have in place.

Our facility is monitored 24/7, linked into Police and fire services and is fully ISO 9001 compliant; storing your files off-site with Filofile adds an extra layer of security.

We also provide a next day delivery service as standard and also a fast emergency request service for those crucial moments.

Putting plans in place to effectively manage your storage will make you more efficient and organised going forward. If you want Filofile to help you feel the benefits of a spring clean, contact us to find out more about our secure document storage and management and feel the benefit of knowing your files are being safely looked after and cared for – so you don’t have to worry!

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