Make Your Records Work Smarter — Not Harder
As another financial or calendar year draws to a close, it’s the perfect time for a document clear-out. Over time, even the most organised offices accumulate outdated paperwork, duplicate files, and records that are no longer needed.
An annual review helps you stay compliant, reduce clutter, protect sensitive data, and save on storage costs. Whether your business still relies heavily on paper records or has already begun digitising, this checklist will help you decide what to keep, what to scan, and what to shred — and how Box-it North Midlands can support you every step of the way.
Step 1: Review What You Have
Start by taking stock of your physical and digital records.
- Categorise documents by type (financial, HR, client, legal, operational, etc.)
- Identify duplicates or outdated versions
- Check if your digital files mirror your paper files — if not, it might be time to scan and consolidate.
Tip: Create a simple spreadsheet or use your document management software to record what you find. This makes it easier to plan archiving or destruction.
Step 2: Decide What to Keep and Archive
Some records must be kept for legal or regulatory reasons, for example:
- Accounting records: 6 years (HMRC requirement)
- Employee records: typically 6 years after leaving
- Contracts and agreements: duration of contract + 6 years
- Health and safety documents: depending on type, up to 40 years
For documents you need to keep but don’t access regularly, offsite document storage is ideal.
Box-it North Midlands offers secure archive storage in a purpose-built facility with:
- Fire and flood protection
- 24/7 monitored security
- Barcode tracking for full audit trails
- Fast retrieval when you need files back
This ensures your important records remain safe, accessible, and compliant — without cluttering your workspace.
Step 3: Scan What You Still Need (But Don’t Need on Paper)
Digitising key documents helps improve accessibility and free up office space.
At Box-it North Midlands, our document scanning services include:
- High-resolution bulk scanning
- OCR (Optical Character Recognition) for searchable PDFs
- Secure digital delivery
- GDPR-compliant handling at all times
Once scanned, you can decide whether to keep or securely destroy the paper originals.
Step 4: Shred What You No Longer Need
When it’s time to destroy old records, make sure it’s done securely.
Confidential information left in bins or desk drawers poses a serious data breach risk.
Box-it North Midlands provides:
- Confidential shredding services (scheduled or one-off)
- Certificate of Destruction for compliance assurance
- All shredded paper is 100% recycled, supporting your sustainability goals
This is the safest and most environmentally friendly way to dispose of confidential information.
Step 5: Set a Recurring Schedule
Don’t let records management become a once-a-year scramble.
Set a recurring clear-out date (for example, every March or September) and schedule:
- Regular shredding collections
- Quarterly reviews of stored records
- Annual scanning projects for key departments
This proactive approach keeps your business efficient, compliant, and clutter-free year-round.
Let Box-it North Midlands Help You Stay Organised
From secure document storage to scanning and shredding, Box-it North Midlands offers a complete records management solution across the region.
Whether you’re clearing out an archive room, digitising HR files, or organising for audit season, our team can tailor a plan that fits your business perfectly.
Contact us today to book your Annual Document Clear-Out or to request a free quote. Call 01327 811 700