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4 Easy Ways to Optimise Your Office Space

Remember the scene in Star Wars where the walls start closing in on Princess Leia, Luke Skywalker and friends, leaving them with nowhere to go? A cramped and disorganised office can feel exactly the same way—claustrophobic and utterly hopeless. But don’t despair! Here are four easy ways to optimise your office space:

1. Prioritise Retention Management

An optimised office begins with retention management. Making sure your documents are properly classified, organised and labeled is easy when you have the right resources. A call to your business solicitor is a good place to start; they will provide you with retention requirements specific to your business and industry. A document retention expert can also offer expert guidance on how to preserve and protect your information throughout the retention lifecycle.

2. Purge Old and Outdated Documents

Purging old paper records offers a simple way to optimise your office space for efficiency. As long as legal, regulatory and business record retention requirements are met, it’s safe to get rid of outdated documents and files. Just remember: they may contain sensitive personal and business information, and should therefore be disposed of securely.
The best way to securely destroy documents is to use a secure destruction service that offers a safe and efficient way to purge your obsolete paperwork. First, secure destruction sacks are delivered to your office free of charge. Next, a screened shredding technician collects the filled sacks and shreds the contents with an industrial-grade shredding machine. You receive a Certificate of Destruction at the end of destruction process.

3. Outsource File Storage

 Every organisation has inactive files that must be retained for a designated timeframe. But storing your retention inventory in-house places those files at risk and creates an administrative burden for your staff. A secure and reliable file storage service optimises your office space by storing your inactive files offsite in a commercial records centre. The following features are built into the records centre to ensure the long-term protection of your files:

  • external perimeter security
  • 24-hour internal staffing
  • motion detectors
  • fire detection and suppression technology
  • secure loading and unloading areas

Documents can be viewed and requested anytime with a secure online ordering system. Barcode technology tracks your files and ensures they are always accessible at your request.

4. Scan Active Files

Another way to optimise your office space is to digitise your active files. Instead of using filing cabinets to store and retrieve your most frequently accessed information, digital files can be accessed and shared with authorised users with the click of a mouse. A document scanning service does the prepping, indexing and imaging for you while you focus on your core business. It provides a paperless solution that eliminates paper storage costs and streamlines your organisation’s workflow processes.

When you optimise your office space by securely storing or destroying unused documents, you’re positioning your business for long-term success.

Archive Document Data Storage (ADDS) provides records storage and document management solutions for law firms in London, Bristol, Bath, and Swindon. For more information, please contact us by phone or complete the form on this page.

The File Queen: Expert in Record & Information Management, LPM Columnist.

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