A major part of the administrative role is keeping documents organized, easily accessible, and well-maintained throughout the year. It’s no secret that organization is an essential skill in an administrative role.
And while you may be organized as it is, you may be wondering how long to keep documents around. As we approach a new year, refreshing and releasing documentation is a great way to set yourself up for success.
It’s time for a hard drive declutter. Here’s what you can get rid of in 2023.
It’s important to note that each company and business will have different record retention guidelines. This essentially means that it’s up to the company to determine how long they’d like to keep old documents.
Before giving your hard drive a much-needed refresh, check in with your boss for accurate retention guidelines.
Some businesses recommend keeping a record of certain documents permanently. This may not be a requirement, so check in with upper management beforehand. This may include:
Make sure to consult your document retention guidelines before proceeding.
Like most companies, documents can start to pile up fast. Keeping too many unnecessary documents is an impingement on both the budget and hard drive space. To save space and money, administrative assistants can release any excess documentation, such as:
Items to Delete After 7 Years
Depending on company policy, there are some documents that administrators can dispose of after 7 years:
After 3 years, it’s recommended to dispose of the following items:
Some documents can be disposed of after 1 year:
These general guidelines may be of use for end-of-year reviews or reports.
Maintaining organized documentation doesn’t have to be hard. In fact, there are a ton of systems in place that make document management easy.
Systems like SharePoint make document management simple. As more companies transition to a digital model, administrators rely on SharePoint to maintain organized documentation. Systems like this one make documents easy to access.
You can also collaborate with other members of your team when organizing or disposing of old documents. This way, there is little uncertainty when deleting old documents.
Some tips administrators can follow when decluttering their hard drive this year:
Brush up on document management as we approach the new year. Get rid of what’s unnecessary, declutter, and start the new year off right. Want more training resources like this one? Check out more tools and tips for administrators provided to you by ASAP!