Exploring The Benefits Of Shredding Services

Invoices, customer records, vendor paperwork – chances are your business files are overfilled with paper you aren't even sure that you need to keep. Compound the amount of space old paperwork takes up with fear of identity theft, and you can see that this is an issue you need to solve. These tips can help you develop a storage and disposal solution for the endless reams of paper that comes through your business.

What to Keep, What to Dump?

Some records you must keep by law, while other items depend on your personal business practices. Use the following recommendations as a guide:

• Keep paperwork pertaining to your taxes for 7 to 8 years. This includes charged-off accounts, payable accounts, and your accounts ledger.

• Keep bank deposit and statement record for 8 to 10 years.

• Keep cash records and check registers for 10 years.

• Payroll records only have to be maintained for 7 years.

• It's best to store invoice records, both those that you issue and those from your vendors, for 7 years in case you need to prove an amount owed or paid.

• Customer records are dependent on your business. Some forms of records, such as patient records in a medical office, may have legal definitions imposed on storage length. For most non-sensitive records, you can set up a rotation schedule that works for you. For example, store dormant records for up to two years in case the customer returns.

Storage Solutions

You can quickly fill up a filing cabinet with all the records your business needs to maintain. Instead of adding more space-consuming furniture to your office, consider cardboard file boxes.

These boxes can be designed to fit your needs. For example, choose a sturdy corrugated box that is designed to hold actual hanging files in the size you use for your business. You can then use a shelving unit to store these file boxes instead of a file cabinet. As the records become redundant, simply rotate the older boxes into storage for the necessary length of time until it's time to dispose of them.

Another option is to request color-coded boxes for your records. You can code by month, year, or usage. This makes it simpler for your office staff to quickly file paperwork, or find the file they need. If you have a larger staff or high turnover, this can prevent messy filing practices.

Make sure the boxes you choose have handles and reinforced bottoms. The best file boxes are easy to lift and sturdy enough to stack. For more information about packing, storing, and shipping boxes, see http://www.apsbox.com or another storing and shipping professional near you.