Many businesses these days are upgrading to paperless operations. They are hosting their databases and even software services in the cloud. Also, they’re cutting down on the paper mail their offices receive.
This is done by moving accounts and statements into the online arena. However, it’s nearly impossible to completely cut out paper and the need for document shredding. That’s because there are certain hard copies your business should retain, at least for a while.
Our world is increasingly going digital. Therefore, how long should you continue to keep hard copies? When should you hand them off to your Florida document shredding service for destruction?
Which documents should you even bother retaining? Here are a few tips to get your business on track for an appropriate document destruction policy.
Documents to Destroy
You are interested in cutting your carbon footprint, saving trees, and doing your part for the environment. Thus, it’s time to implement paper-free office policies.
Be confident in turning over your backlog of records to your mobile document shredding service. It will allow you to clear some physical space in your office.
Additionally, the right service will digitize all of your old documents for you. Therefore, you’ll have them just in case you should need them again for reference.
In truth, the vast majority of business records can be transferred to digital storage. That is because it doesn’t matter if you have original copies on hand.
This can clear space in your office. This area can be put to better use than physical file storage. Plus, it will save you money on paper and printing costs moving forward.
Documents to Save
Many business documents can be stored digitally. This increases access and efficiency while cutting costs. Yet, there are still certain documents you’ll want to hang onto, at least for a period of time.
For example, you should save tax documents. Make sure to include original receipts and other hard copies, for several years. That is because you’ll need them in the event of an IRS audit.
It’s also a good idea to save original copies of legal documents like contracts. You’ll need them in case you’re ever called upon to produce them in court. Many companies also choose to keep copies of job applications for a couple of years.
They do this for the purposes of reference when hiring for additional positions later on. They may also use them in instances of lawsuits resulting from failure to hire, just for example.
Each business will decide which documents are necessary to retain in hard copy format and for how long. However, you should play it safe. You might want to speak with your lawyer and your CPA before you send anything to the shredder.