How to Clean Old Information From Office Files

Cleaning out old files requires some preparation and a few essential office supplies.

Cleaning old information from manual or electronic files can help you get organized, but first it's important to know what information can be destroyed and what should be kept indefinitely. It's also important to consider how to destroy old information, since some of it could be confidential. Always consult your company's policy on records storage and disposal before embarking on this often daunting task.

Things You'll Need

• Company policy on records management (if available)
• Paper shredder
• Recycling box
• Archiving box

Instructions

Remove Old Information From Office Files

1. Read any company policies on records management, storage and disposal. There may be certain files the company is legally required to maintain for a specified period of time. Determine what information you should keep and what can be destroyed.

2. 

   Create separate piles to organize your documents before destroying anything.

   Go through each file and separate items into what should be kept, what can be destroyed, what should be archived off-site, and what needs to be shredded rather than just recycled. Any files you are not sure what to do with should go in a separate pile. If also cleaning out electronic files, create a back-up disk where you will save or archive the files.

3. Shred the items that are confidential and do not need to be kept, or send the files to a company that will shred paper for you. Recycle any non-confidential documents. Box up any items that can be archived elsewhere, recording the contents of the box in case they need to be retrieved later.

4. Return the rest of the files to the cabinet, leaving only the items you are not sure how to treat. Check with your coworkers to determine where the items should go, and deal with each piece of information until the pile has been eliminated.

References

• Type A Professional Organizers: How to Clean Out Your Filing Cabinets