Office Moving Services | Tips for a Smooth MoveEkomovers
Planning an office relocation? Getting the best office moving services at an affordable price is not easy. One of the main tasks before moving office is managing office files. The owners and managers are aware that efficient record keeping is a true lifesaver. Not only should you keep the records following the accounting and tax issues, but the HR department needs to keep the employee documents, contracts, and even the warranty documents.
In this fast era of digital technology, not only can we keep the soft files of all documents, but often it is necessary to keep physical copies. This is the main reason to handle the business documents as efficiently as possible.
The files take up a lot of space, so you need to think about how to keep the paper copies of your documents. Team EkoMovers, a professional office moving services provider in Columbus, Ohio, has put together some tips and tricks for you to follow to manage and store the large piles of your files efficiently.
Get rid of unwanted or outdated files
The very first thing you should do is review all files and decide which data to keep and which data to no longer save. Be very careful while going through this process. You must properly dispose of all documents. You should not destroy essential copies that may cause problems in the future. Always use the paper shredder to get rid of unwanted files, regardless of whether it is an old employee file with personal data or even a copy of paid invoices.
Label your files
Group and keep all the documents you have filtered. In the case of financial information, it’s good to store things by year and then by income and expense category. You can choose to keep all tax records separate. Whatever you choose, make sure you mark it as you go.
Always consider the most efficient way to store your files. After saving the files, the next step is how you will save them. Do you want to use folders? Plastic boxes, envelopes? There are folders you can buy with colored tabs. You can also use page protection and put things in folders.
Store files in racks and groups
It is recommended to have a storage room with proper shelving to keep the records. If possible, wrap each file in a plastic bag or store them in plastic boxes. It is more efficient to store the files in vertical order. Shelves have the added benefit of not having to move five boxes to get to the one you need.
Make sure you keep the “similar” files in a single location. For example, you may want to keep all employee files in the back of your warehouse. Or you might want to keep all of your financial information on the right side of your recordkeeping unit, with the oldest years at the bottom.
Once you start following a system, stick with it. It’s no good having employee files scattered throughout the unit trying to locate a specific year or individual. It will make your life easier while relocating your office, and these are the recommendations by the best office moving services providers.
Store the documents in a warehouse
If your office is starting to overflow with documents, old files, and other paperwork, it may be time to consider using a warehouse for your business. Using external storage for your documents, files and records allow you to use your office space more efficiently.
We recommend using file boxes and dividers to organize your documentation and save space if you choose this option. Fill the boxes for better stacking and to make the most of the vertical length of your storage unit.
These are some of our tips for all entrepreneurs looking for an optimal way to organize all the documents they have in the office. EkoMovers points out that, similarly, keeping the documentation will make your office move very simple and easy. For your office move in the most professional way, Contact EkoMovers today, an affordable office moving services provider in Columbus, Ohio.