Office files need to be purged periodically. Here are a couple of routines for keeping your files updated.
Set aside time once a year to go through every file. Discard any documents that are no longer needed. Shred those that have identifying information on them. When papers are filed, the most current typically are placed in the front of the file. If you’ve followed this method, finding and discarding the older documents is just a matter of flipping to the back of each file and removing those that are obsolete.
Another option is to purge documents when adding to a file. For example: I keep a “Schedules & Invitations” file. This contains information about activities my family is involved in. I put invitations here after the date has been written on the family calendar. When we are going to an event, I pull out the invitation so I have any pertinent information and remove any outdated schedules and invitations at that time. That file is purged!
Hint: On each of file folder, label how long the records within should be kept. Consult with your accountant regarding records retention guidelines or see IRS Publication 552, Recordkeeping for Individuals http://www.irs.gov/publications/p552/ .
Set aside time once a year to go through every file. Discard any documents that are no longer needed. Shred those that have identifying information on them. When papers are filed, the most current typically are placed in the front of the file. If you’ve followed this method, finding and discarding the older documents is just a matter of flipping to the back of each file and removing those that are obsolete.
Another option is to purge documents when adding to a file. For example: I keep a “Schedules & Invitations” file. This contains information about activities my family is involved in. I put invitations here after the date has been written on the family calendar. When we are going to an event, I pull out the invitation so I have any pertinent information and remove any outdated schedules and invitations at that time. That file is purged!
Hint: On each of file folder, label how long the records within should be kept. Consult with your accountant regarding records retention guidelines or see IRS Publication 552, Recordkeeping for Individuals http://www.irs.gov/publications/p552/ .
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