Have The Urge To Purge? Start With Your Files Here are nine tips to help you purge your files and save you time every week when you do get to filing.

By Shelina Jokhiya

Opinions expressed by Entrepreneur contributors are their own.

You're reading Entrepreneur Middle East, an international franchise of Entrepreneur Media.

Shutterstock

Have too many paper and electronic files? Does it seem to be increasing rather than decreasing? A document retention policy is essential in all companies for employees to be aware of what documents they should be saving and for how long. It is also good guidance to help you archive hard and soft copies of documents and also destroying them. Follow these tips to help you purge your files and save you time every week when you do get to filing:

1. Create a filing system for your electronic documents that mirrors the one you have for paper.

2. Sort, file, and purge electronic information regularly, as well as your paper files.

3. Keep a file index (a master list of file names). If possible, create a database for easy data entry and searching. Check the index before creating a new file to avoid making duplicates, and also use it when deciding where to put new documents.

4. Refer to your company's document retention policy for guidance on how long to keep documents.

5. Keep the most recent papers in the front of the file. Whenever you open it, the current information will be on top.

Image credit: Shutterstock.

6. When you receive papers or electronic documents, remember F.A.T.– File, Act and Toss. Do this as soon as you get the document.

7. Allocate 30 minutes each week (the middle of the week is best) to file away your documents.

8. If you have an electronic copy of the document, and if you don't need the hard copy, shred it immediately.

9. Do not shred legal, auditing and financial documents without discussing with the relevant department first.

Wavy Line
Shelina Jokhiya

Managing Director, Decluttr Me

Shelina Jokhiya is the founder of UAE-based startup Decluttr Me. DeCluttr Me has recently become the first international accredited member of the Association of Professional Declutters and Organizers U.K. (APDO). 

 

Related Topics

Leadership

How do You Turn Employees Into Problem-Solvers? Follow This 3-Step Leadership Formula.

As leaders, we need to solve company problems effectively. We often have the urge to fix everything quickly, but is this system of problem-solving really sustainable?

News and Trends

Dubai Chamber Of Digital Economy Helps 30 New Tech Startups Set Up Base In Dubai In Q1 Of 2023

The announcement highlights the Chamber's aim to boost the Emirate's digital economy, and enhance its appeal to investors.

Marketing

The Rise of Nano-Influencers: How the Smallest Voices are Making the Biggest Impact

The bigger an influencer is, the more beneficial it is for a brand to collaborate with them, right? Not necessarily.

Money & Finance

3 Ways to Create Multiple (Big) Streams of Income

Here are three ways to create multiple streams of income. These strategies require effort and resources but offer significant financial potential.

Money & Finance

12 Companies That Are Disrupting Money Exchange

Here are a dozen firms making things faster, cheaper and more reliable for consumers.

Finance

Former Doha Bank CEO Dr. Raghavan Seetharaman On Harnessing The Power Of Fintech

We feature some of the regional and international fintech industry experts, startups, and investors who attended the Dubai Fintech Summit held in Dubai in May 2023.