February
2007
News
from Nancy Black
and Organization Plus
February is Archive Your Files Month
Archiving your
files saves you time and money because it takes longer to find
documents in overfilled files and it is expensive to purchase more
files. The average 2 drawer lateral file holds 18,000 pieces of
paper. Ask yourself if each of those pieces of paper is worth the
space that it is taking up.
Many people ask
me what type of files they should archive.
Businesses
should set guidelines for how long documents need to be kept. Check
with the legal and accounting department in your firm. If you own
the business and do not know what guidelines to set, check with your
lawyer and accountant. These professionals will be knowledgeable
about the laws regarding these issues.
People often
tell me that they have files that were left for them by the person
who was previously in their position. The majority of these files
are never looked at again. In some instances those files are no
longer applicable.
If there are
files that you brought with you from your previous position ask
yourself if they are relevant to your current responsibilities. Some
documents will be helpful to have in your files so that if you are
working on a similar project you will not have to reinvent the
wheel. Research that you have done may be helpful to refer to.
A general
guideline is that anything that is 3-5 years old should be archived
if there is a valid reason to keep it.
If you are
running out of storage space for your archival files consider using
an off site storage facility. The following explanation of document
management was on the Archive America website:
"True
Document Management means to take control and ownership of
information. For many companies this is just simply not possible,
for reasons of cost or education.
Partnering with a Document and
Records Management professional is the only way that they are able
to accomplish true offsite document management.
Archive America
applies these principals where necessary, depending on each of our
clients needs we assess their requirements and look at their document
inventory, employing years of experience to provide a truly tailor
made document management solutions for each individual. Our
professional and technology driven environment allows document
handling and inventory management tailored to each of our clients
needs."
This is only one
of the many document and records management companies that can
give you peace of mind to know that your documents are being stored
in a safe environment. Check online for facilities that can service
your company’s needs.
More and more
companies are adopting policies to scan documents rather than saving
hard copies. This reduces the costs of paper used, and labor for
filing them.
According to
Information Management Associates statistics “At any given time,
between 3 and 5 percent of an organization's files are lost or
misplaced. The average cost of recreating a document is $180. Annual
loses for a Fortune 1000 company with one million files is $5
million dollars."
People keep too
many documents in their Personal Files because they fear the
consequences of throwing them out. The
Homefile System, which I highly recommend, is an excellent
organizing tool that provides guidelines for, what to file, where to
file it, and archiving files.
Both business
people and individuals do not prioritize the time to organize their
files and are often overwhelmed about where to start. Many people
need a ”jump start “ and then they can maintain the files on their
own.
Help is only a
click away to transform
your life in as little as three hours, only 180 minutes. Seeing
is believing.
Visit my
Before &
After Gallery
Archiving your files is one step you can take to being more organized.
Getting organized and STAYING organized allows you to spend more
time with your family and friends, enjoy your life, and reduce
stress. As a Professional Organizer with over 23 years of
experience, I can help you
transform your life in as little as three hours.
My New Year's
Resolution Update
My personal New
Year's Resolution was to Simplify My Life.
My first goal was
to not to keep my computer on 24/7. Now I shut it off automatically
whenever I am leaving it. It only takes 21 days to make something a
habit. The benefits are that I save time and money. Time, because I
am not distracted by the signal that a new email is coming in and
money, because it reduces my electric bill.
Throughout the year
I'll share my progress, challenges, tips, and advice. I'd love to
hear your resolutions, goals and objectives.
Share them
with me here.
Can’t find the
time to work on your resolutions? Consider a
Triumph
Over Time consult so that you can learn how to plan time in your
schedule for it.
Let me help you
achieve your goals and objectives in 2007. Overwhelmed, don't know
where to start, need some inspiration? Visit my
Before &
After Gallery
or call me today at (978) 922-6136.
Please feel free to
forward this newsletter to a friend, family member, or associate. If
a friend sent you their copy of my newsletter you can subscribe
yourself at
http://www.organizationplus.com.
Best regards,
Nancy Black
Organization Plus
Home of the Three Hour Transformation
Transform Your Life In Only Three Hours !!
Turn Piles Into Files !!
Free Up More Time For Other Activities !!
http://www.organizationplus.com
Serving the Greater
Boston and North Shore
Call To Arrange Your Free Initial Consultation: (978) 922-6136
©
Copyright 2007. Nancy
Black, Organization Plus.
