Every organization has paper files of some sort. Most of these files can be destroyed after a certain period, provided there is a retention policy in place. However, there are other paper files that are not so easily destroyed. There could be competing approaches such as managers who want to keep everything versus managers who want to destroy files as quickly as possible and there never seems to be a happy medium. Well, there is one. Simply use the Cull, Scan, Shred method.     

If you decide to keep all your files in perpetuity, you are going to run out of space, pay an exorbitant off-site storage vendor fee, and drive yourself crazy keeping track of your inventory. This does not seem like a good option, yet you may have people above you who want to keep everything but don’t know the complications and options. You can keep only what you need and keep it electronically. The Cull, Scan, Shred method will be the approach for you.

To cull a file is to select from a group and to reduce and control the size of files via removal. In other words, go through the file and destroy duplicate copies, unnecessary papers and notes that have accumulated in the file, and other working copies. Streamline the file into only the items that will be needed in the future. This will surely reduce the size of the file. That process will leave you with only the items you want to retain for a period of time and the items that you want to scan.

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Scanning is a somewhat expensive process, so you don’t want to scan everything. To scan a file is to capture an image of a document using a scanning detector or an electromagnetic beam, often with the added benefit of optical character recognition. Scanned files are much easier to manage and access than paper files since they are stored electronically. Of course, you want to describe the record well and have the imaged file stored redundantly in case of data loss.

After scanning, you will want to shred the file. To shred a file is to cut or tear it into bits in order to demolish the document. If you cannot readily shred the files in-house, then utilize a local shred vendor who can place locked bins in your offices and provide you a certificate of destruction after the documents are physically shredded. Do yourself a favor and visit the location where your documents are being shredded to observe the process and ensure there is no loss of data.

Anyone can easily do the Cull, Scan, Shred method but should your other duties prevent it, there are records consulting professionals that do this for a living and have the temporary staff available to perform these functions for you. Start now.