Here are some useful tips from Fireproof’s customer service department on purging your records.

Identify the records that need to be purged and consider their activity level.  Determine the quantity of cartons required by measuring filing inches.  If the files are in filing cabinets, you can convert [...]]]> By Cecile Ogg, Director of Customer Service and HR

Here are some useful tips from Fireproof’s customer service department on purging your records.

Identify the records that need to be purged and consider their activity level.  Determine the quantity of cartons required by measuring filing inches.  If the files are in filing cabinets, you can convert the drawers to filing inches.  If you have legal files and you will be using 12” x 15” x 10” carton there will be 9.5 filing inches in each box.  If you have letter size files and you will be using 12” x 15” x 10” cartons, there will be 14.5 filing inches.

1. Purchase appropriate cartons for records – 12″ x 15″ x 10″

a. Purchase enough cartons to avoid over filling

2. Do not pack hanging file folders

3. Loose pages should be placed inside the box in a manila folder and labeled

a. Avoid using rubber bands, paper clips and metal clips for long term storage

4. Arrange records inside the box in a consistent manner

a. Alpha
b. Numeric
c. Chronological

i. Files should be facing the same direction in the carton so the tab is easily recordable
ii. Do not pack cd’s, dvd’s  or other media with paper records

1. If the carton is not full, using packing material to stabilize the carton

5. Pack records with like retention periods
6. Label the carton and record the carton number, description and retention on a spreadsheet that is backed up regularly

a. When more than one carton’s description matches exactly or is very similar to another, consider cataloging each file

What do you do at Fireproof? I retrieve boxes and files. I also put away inventory.

What is your best advice for Fireproof clients? I would tell clients that we will secure their files and build their confidence in us. Here at Fireproof we stand behind [...]]]> Name: James Parrish
Title: Warehouse Retriever
Years at Fireproof: 10
Are you on Facebook? Yes

What do you do at Fireproof?
I retrieve boxes and files. I also put away inventory.

What is your best advice for Fireproof clients?
I would tell clients that we will secure their files and build their confidence in us. Here at Fireproof we stand behind our products and they can trust us to help them with any of their needs.

What is your favorite thing about working at Fireproof?
We have such a good crew here. I love working with such positive people each day.

How is Fireproof better than its competitors?
We really get to the heart of things here and work hard to find the best solutions for our clients. Our clients are really important to us.

What can you tell us about industry trends?
The industry is really starting to step into the future. There is a definite change from paper to electronic storage and technology is constantly changing and upgrading. Fireproof is doing a great job of educating, and staying ahead of the trends.

What are some things people don’t know about you?
-       I am a very family oriented person. My family is very important to me.
-       I have 2 wonderful children.

What are some of your hobbies and interests?
-       I enjoy martial arts.
-       I love sports especially football and track and field.
-       When it comes to football, I love to cheer on the Broncos and the Steelers.

Favorite charity?
I support the cure for breast cancer and all their charities.

Favorite ice cream?
Mmm….Neapolitan

Did you make a New Year’s Resolution this year?
Not specifically but I do always try to stay healthy and positive.

Coke or Pepsi?
Pepsi

Many people know just how long to keep important records at their places of business.Organizations around the world keep a close eye on employees adhering to their legal retention schedules. Often, recurring training is provided so that employees are always aware of the importance of complying with these schedules and are properly destroying information [...]]]> By Dan Gonzalez, Fireproof Customer Service Representative

Many people know just how long to keep important records at their
places of business.Organizations around the world keep a close eye
on employees adhering to their legal retention schedules. Often,
recurring training is provided so that employees are always aware
of the importance of complying with these schedules and are properly
destroying information once retention dates have been met.

But how do you know how long to keep PERSONAL records? Receipts,
bills, credit card statements and more pile up on counters, in drawers
and on desks on a daily basis. How long should you keep all this paper?

The chart below is an excellent “hang up” to place around your offices
as a constant reminder of retention schedules.

Contact Dan:  jdgonzalez@fireproof.com

614-299-2122

source: www.arma.org