Ditch Your Archivng Woes in 2023
With 2022 coming to a close, when was the last time your School’s Archiving crossed your mind?
Here at Smart Stack, we firmly believe that there is always a smarter approach to storing your valuable documents.
Document storage continues to be an integral part of the everyday operations of schools and businesses alike. Even as many modern institutions transition towards paperless offices, some documents are just far too important not to have in hard copy.
As we begin to look towards the future, preparation is key. It is important that we don’t bring the mess of this year into the next one.
Here are a few of our top archiving tips to save you time, money, and energy before the year is down and out.
Keep an Accurate Log or Register
Do you know where all of your documents are kept, and how long they’ve been there for?
We tend to get caught off-guard when organisations approach us with the need to rummage through hundreds of boxes just for a file or two. Now is the time to either start a new archive register, or update your old version.
If you’re sick of using an overloaded Excel spreadsheet that keeps crashing, have a look at our online archive register software. You can search for documents in only a matter of seconds at the click of a button.
The document register forms a basis to help you understand what you’re currently storing.
Utilise an effective shelving system
The most effective way to optimise your document storage is with an effective shelving system.
Stacking archive boxes to unsafe heights is detrimental to the integrity of the boxes. Plus it’s also a workplace hazard. Shelving can improve accessibility and the longevity of your archives as well as reducing floor space.
The Smart Stack onsite archiving system is a great solution for space-effective, on-site archiving.
Destroy Outdated Documents
Do you keep your retention schedules in mind? Are there documents which should have been destroyed several years ago?
It can be difficult to keep on top of things like these. Plenty of people take an “out of sight, out of mind” approach to document storage. Know this only creates a bigger job down the line. The best time to bring your documents back in check is today.
Check your archives against their retention schedules and you may find that you do not need to store a large amount of the documents taking up your precious space.
Depending on the state of your archives, this can range from a simple 10 minute job to a tedious hours-long task. Our advice is patience and diligence.
Alternatively, our archiving experts can be hired to simply do the job for you so you can enjoy all the benefits without any of the hard work. Book an archive clean up with the Smart Stack archiving team today!
Destroy Duplicate Documents
You might say we’re repeating ourselves, but you may be surprised at how many of your stored documents are completely unnecessary.
Copies can add up over time and take up a lot of space. The only files you should be storing are the original copies. Smart Stack can assist you with the disposal of these excess files through a range of on-site and off-site destruction methods.
Whether it’s advice over the phone or sending one of our Archiving professionals to assist you, contact our team here.
Optimise your storage supplies
Not all storage supplies are created equal!
For example, lever arch files can be useful when you’re frequently accessing files but once they’re moved into storage, there are smarter ways to store.
We offer Australia’s best archiving supplies through our online store Archive Boxes Australia.
Our range of boxes and accessories includes the Lever Beaver Document Binding System, the easiest way to transfer documents from lever arch folders to more space-efficient, purpose-built archive boxes.
Store offsite
Office space is a big cost for any institution. Every square metre of your space should be contributing to improving your school or business. Archives that are ineffectively managed can take up far more than its fair share of space.
It’s worth considering whether the convenience of on-site storage is worth the cost.
If your institution is based in Melbourne, Off-site Document storage with our partner company, Smart Storage, can be an incredibly cost effective way to securely store your documents and make the most out of your office space.
Go Digital!
Sometimes, storing paper isn’t practical, particularly if your access requirements are frequent or urgent.
Declutter your space and remove those excess archive boxes and documents – have all your documents scanned and accessible at your fingertips.
Click here to find out more on our digitisation services.