Message #457

[countrigal]

For anything that I need to keep hardcopies on, I put it in detailed folders with dates.  Then anything with the year (say 5+ years old) get's purged.  Simple process, find each folder with that year on it and throw it out.  I also keep current year and last year items in file cabinet/drawer, then another cabinet/drawer for the 3 years prior to that.  Then when it's time to start the next years folders, you rotate the files so that the oldest is thrown out and one year moves from the current file/drawer to the old one.  I normally have things like "Memo's Outgoing" "Memo's Incoming" "Travel Documentation" all for a month and FY.  Knowing which folders I'll use lets me get the next FY's folders ready on any slow days so they're ready to go Oct 1 and by going by FY, I can easily get rid of any old information.  Anything that has legal requirements on how long to keep go in a separate drawer/cabinet and includes a cover sheet (for the drawer) of how long each item must be kept.



Hope that helps some.