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

2

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

3

Is this you?

4

Or this…….

5

What the heck do I do now?

Determine what is a RECORD and what is

NOISE.

6

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

7

You have Options

Off-site document

storage

– Safe, Secure,

Available, and

Compliant

Digital Repository

– In-House or

Outsource

8

And what I should NOT keep….

9

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?

10

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..

11

How do I keep it this way?

4 Easy Steps….

12

Establish a File Plan / Retention Policy

Keep it Simple

Big Bucket

13

Over Classification

Classification

Develop Big Bucket Retention Times

14

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!

15

Educate your Staff!

RIM is IMPORTANT!

Liability

16

Make it FUN!!

Office Challenges / Challenges for best RIM

programs

Shred Days / Spring Clean ups

17

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

18

19

Slide 20

info@archivesystems.com

Thank you!