The Ultimate Office Spring Clean Guide

Does your office space feel like it’s shrinking?

It’s not because you’ve installed new furniture or hired additional staff. You’re running out of room because you’ve got piles of documents stacked around the office.

Unfortunately, it’s not like you can just throw these critical files into the recycling bin. They could be needed for tax reasons, employee records, or sales information. You need easy access to them. But not at the expense of your office space.

There are plenty of ways to free up room around the office. From document scanning services to storage solutions, this is how you can clean your office hopefully for the last time ever.

How to Start Your Office Spring Clean

Organisation is the key to any office clean-up. You’ll want to start by sorting your paperwork into categories. This will give you a better indication of what documents you’re receiving as well as the piles that no longer need to be stored in the office.

You’ll need to make some room for these piles, which can be difficult if you’re running out of office space. Grab some storage boxes or clear out some bookshelves or cabinets as best you can. Then once you’ve organised all your paperwork appropriately, you can decide what you’re going to do with it.

Engaging Document Scanning Services

Organising your paperwork is just the first step. All you’ve really done is rearrange the piles of paper taking up space in your office. Now you need to choose where it should go.

Keeping them in boxes around the office is not always a practical solution. A better idea is to engage with document scanning services. These companies create digital images of all your paperwork to store on your network or in the cloud. You’ll never have to lick your finger and flick through piles of paper again. You can use search functions to find files much more quickly.

If you happen to receive more paperwork during your office spring clean, then you can organise for these to be sent directly to the supplier to be digitised as well. This will ensure your efforts aren’t wasted, and your workplace doesn’t become overrun with documents again.

Utilising Document Storage Facilities

While storing essential documents in boxes does help free some space around the office, these crates need to go somewhere. Fortunately, there are document storage companies that specialise in keeping your files safe and sound.

The best document storage providers go beyond locking them in a room. They guarantee to keep them safe and secure while ensuring they’re protected from environmental conditions. If you need access to one of the documents in storage, they will find it for you and send it your way as part of their scan on-demand services. This way, you don’t need to pay for every single file to be digitised.

Document storage businesses will even securely destroy them when the time comes that you no longer require the files. Simply let them know how long you need them for, and they will make the arrangements, so you don’t have to worry about disposing of them yourself.

The best part is that it frees up space in your office. You won’t need to worry about piles of archive boxes or papers littering your workplace.

Completing a Digital Spring Clean

Your office spring clean shouldn’t end with your paperwork. If your laptop or network is running slower than it should, it could be time to do a clean-up of your hard drives.

Just like with physical copies, you’ll want to organise your files and determine what you need and what can be archived. However, archiving will only slightly reduce your storage capacity. You’re best to investigate an information management solution to help you get these items into an alternative storage space such as the cloud.

This will free up space on your hard drive and provide you with faster network speeds. It will also add an extra layer of security which will help meet your compliance obligations and ensure no one accesses this sensitive information without the proper authority.

Why You Should Consider an Office Spring Clean

Besides having more space in your workplace, completing an office spring clean and finding alternatives for document management comes with many additional benefits. Some of the most common include:

  • Reductions in office space cost as you won’t need extra storage rooms
  • Less time searching for documents and easy access via scan on-demand services
  • Increased security measures to reduce the risk of theft, fraud and non-compliance
  • Boost in productivity due to more efficient document-handling procedures
  • Faster network and computer speeds courtesy of fewer files on hard drives and servers
  • Happier staff as they will be working out of a brighter, cleaner and more professional office space

Who Can Help Get Your Office in Order?

If you’re running out of space in your office because of documents piling up, you don’t need to start looking at real estate websites. An office spring clean involving document scanning services, storage solutions, and information management can help you get your files in order and help you regain your workspace. These service providers can even take onboard your unsorted/uncategorised documents and do the sorting for you.

Not only will it free up room, but it will make it easier to find documents when you need them, reduce the risk of theft or fraud, as well as give your office a more professional look. Document scanning services can also ensure that you won’t need to make spring cleaning an annual event. All your incoming files can be digitised as they arrive to avoid paper piles overrunning your workplace.

Want expert advice and help with your office spring clean? Compu-Stor is an Australian owned family business specialising in information and records management solutions and services. From document, media & data storage to digital scanning, business process automation and consulting services, Compu-Stor provides a wide range of solutions using the latest technologies & methodologies to deliver secure & efficient services.

Through its Digital Transformation Solutions division, Compu-Stor helps maximise the accessibility and flow of information within organisations. With offices across Australia, Compu-Stor works with its customers to provide cost-effective solutions tailored to their needs.

Contact us today for a free initial exchange to see how we can help you: 1300 559 778

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