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New Year’s Resolution: Drop those pounds in 2014 (Pounds of paper, that is!)
January 14, 2013 1
Presenting
Rob Blumer
Vice President, Account Management
Archive Systems, Inc.
Responsible for Account Management & Support Teams
15 years experience at ASI, spanning areas of responsibility from
Operations, Sales and Customer Satisfaction
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Topics to be Discussed
Practical Steps to de-cluttering your office
Identifying what you should keep and what
should go
What to do with paper you deem not to be
records?
– Shred vs. Recycle
How ASI can help you stay organized after
cleaning up your mess
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Is this you?
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Or this…….
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What the heck do I do now?
Determine what is a RECORD and what is
NOISE.
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OK, Now I know what I must keep!
Categorize per your retention policy
– Do you have one?
Match like documents with each other
– Reduce future destruction costs
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You have Options
Off-site document
storage
– Safe, Secure,
Available, and
Compliant
Digital Repository
– In-House or
Outsource
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And what I should NOT keep….
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Anything that isn’t a Corporate Record
– Doesn’t fall into any retention category
Copies of Copies (of copies….)
Reams of Copy Paper and office supplies
“Bob’s Desk”, “Julie’s Miscellaneous Files”
How should I dispose of my Paper?
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SHRED, SHRED, SHRED, SHRED!
– Not worth the risk to not shred
– Recycling is for water bottles and soda cans
– Oh, by the way….shredding is recycling
Ahh, This feels Good..
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How do I keep it this way?
4 Easy Steps….
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Establish a File Plan / Retention Policy
Keep it Simple
Big Bucket
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Over Classification
Classification
Develop Big Bucket Retention Times
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Function Content Type
(Retention series)
Citations Retention Times
(round up)
Finance Tax Return Federal Tax Return– 2 years
State Tax Return– 3 years
3 years
Financial
Statements
Audited Statements– 7 years
Balance Sheet – 5 years
7 years
Human Resources Hiring Resume – 4 years
Offer Letter – 6 years
Confidentiality Agreement – 7
years
7 years
Employee Data Benefits Election Forms– 50
years
I-9 - permanent
Permanent
Implement a Solution
Implement solutions which fit your budget and
your business needs
In-House vs. Outsource
– Off-Site Storage
– Document Conversion / Repository
– Shred Bin Program
Stick to it!
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Educate your Staff!
RIM is IMPORTANT!
Liability
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Make it FUN!!
Office Challenges / Challenges for best RIM
programs
Shred Days / Spring Clean ups
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Now You’re on your way….
You’ve made a decision
– Do it yourself
– Have a vendor do it for you
Predictable results
Proper documentation
Predictable costs
Maintaining your Program
– Commitment
– Clear Direction
Create an SOP
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