Although most businesses store their documents digitally on internal servers or in the cloud, many still deal with a significant amount of physical paperwork. It can be an arduous task to prepare them for relocation, but proper planning can simplify the process.
The initial step is to categorize the files by year, subject matter and client – or any other efficient classification system. The company might have already organised these documents in filing cabinets.
Inspect all records and dispose of outdated and unnecessary ones. However, bear in mind that HMRC requires limited companies to retain financial accounting statements, tax returns and board meeting minutes for at least six years after the fiscal year has ended. If these are not available digitally yet, it is advisable to use a high-speed scanner to create backup copies stored in the cloud.
There will likely be several unneeded materials such as brochures, leaflets and promotional items that are out of date or not relevant. Conduct a purge exercise where staff discards excess documentation that is no longer required.
Certain documents may hold importance, but remain unnecessary to access daily. If space limitations exist at the new office location, alternative storage options may become necessary.
If you need a new storage solution, contact Merseyside Movers & Storers if located within the Liverpool area. We’ll come right over to your office and take your documents to our safe storage facilities. Our expert team also has specialised equipment to move heavy company safes and all your filing cabinets into your new workplace premises.
