Purging Information

Purging files means either archiving files or discarding them. Inactive files that need to be kept should be archived. Archiving is usually determined by usage. To determine an appropriate archive strategy, consider the following:

• How often the files are referred to.
• The retention requirements.
• What the files are used for.

If possible, convert paper files to electronic files for archiving. If electronic conversion is not possible, store archival paper files in a storage room or basement and make sure storage boxes are clearly labeled. Electronic files should be archived on disk, CD, or flash drive. Make sure you create a directory. Once electronic files have been archived, delete them from your computer.

Some people have a hard time discarding things. Make it easy to throw things away by keeping your wastebasket, recycle bin, or shredder handy. Use them daily.

How do you know what needs to be trashed? Here are some questions to help identify documents that may be disposed of:

• Are there legal or other requirements for retention? If so, what are they? Post the retention requirements where you can easily refer to them.
• Will anyone use this document again? If so, how will it be used?
• Is an original required or will a copy due?
• Is this a rare, one-of-a-kind document or can duplicates be obtained?
• Can you retain an electronic version rather than a paper version?
• How difficult would it be to get a copy?
• Is this document required for documentation?

You can probably toss these documents:

• Working drafts after you have a final approved draft.
• Duplicate copies of documents if the original has been saved.
• Routine documents.
• Hardcopies of electronic files.
• Publications available in libraries or online.
• Notices and memos not needed for documentation.

Get Organized

Being productive requires you to control all incoming information. You can begin to do this immediately while you are implementing your information management system. Here are some tips to help you get started:

· Eliminate “clutter” boxes, “miscellaneous” files, and “paper shuffling.” Everything needs a place and a label.

· Create an in-box, out-box, and to-file box on your desk. Empty your in-box and to-file box before you leave each day.

· Never put down a piece of paper without doing something to move it along. Take each piece of paper as far as you can. Do it now. Delegate it now. File it now. Toss it now.

· Set aside one clean-up day every month to purge what is no longer needed or used.

· Organize for usefulness.