It’s Purge Time for Your Records

They say opposites attract, but when it comes to the dynamics of a hoarder meeting a purger, things can get quite interesting. The act of keeping things and getting rid of things have both positive and negative aspects, especially in the realm of records management. The good news is there are clear guidelines on what to keep, what to discard, and when to purge.

Conducting a records purge might be just the organizational refresh your business needs. In this article, we’ll explore the benefits of a records purge and guide you on how to effectively declutter your workspace.

Why Purge?

• Organizing: Purging is more than simply discarding records; it’s a methodical approach to bring order to the chaos that accumulates over time. Records often get misplaced or go unreplaced, leading to confusion when needed. Duplicate files can clutter your record-keeping system and occupy valuable space. A purge allows you to sift through and reorganize, ensuring that everything has its rightful place.
• Eliminating: A records purge is your opportunity to review retention dates and remove outdated files from the system. Checking compliance with state and federal privacy laws for specific file types is crucial. Timely removal of files minimizes the risk of private information being compromised. It also streamlines your storage, reduces crowded cabinet drawers, and makes it easier to locate essential files.

How to Purge

• Plan Ahead: Involve your entire staff to create a sense of camaraderie and efficiency. Before you begin, explain the importance and process of the purge at a staff meeting. Choose a day when the office isn’t accessible to clients. Delegate responsibilities and identify retention periods in advance.
• During: Provide on-site shredding collection containers for discarded documents. Instruct staff to inspect records, identifying outdated, duplicate, and unnecessary files. Ensure a thorough check of both physical and digital files. Record the content and retention date of each removed file.

Completing the Purge

• Partner with a Professional: Collaborate with a professional shredding company, preferably one that provides shredding collection containers. Schedule them to collect your discarded documents and transport them to a secure facility for destruction.
• Documentation: Request a Certificate of Destruction after the shredding process is complete. This certificate serves as proof that your information was handled and shredded securely.

Who Provides Purging Services?

ShredLink offers both one-time purge shredding and recurring scheduled shredding. We bring secure collection containers to your site and provide a Certificate of Destruction upon completion. For your next purge, contact us at 504-885-0186 or complete the form on this page.