Last week, we discussed labeling all files correctly.  This week, we will focus on moving the paperwork from the files into storage. 

Firstly, grab yourself some sturdy cardboard boxes (any type will work as long as they are able to close and can be stacked).  If you are on a tight office budget, try approaching the manager of your local grocer for clean, used product boxes that would normally be discarded or collected for recycling.  You will also need some string and a sewing needle or paperclip.  Once you have collected the boxes, take the files and sort through them (keeping only very current and unpaid invoices or correspondence in the files).  All other paperwork must be shifted from the files into the storage boxes.  Remember to label the boxes exactly the same as the files (and mark the boxes with the exact dates relevant to the files). 

To remove the paperwork easily from the files and prevent pages getting disordered in the process, thread the string through the needle or paperclip. Then guide the string (using the paperclip or needle as your guide point) through the punched holes (while the paper is still in the files).  When you have finished passing the thread through the punched holes, remove the paperwork from the file (making sure to hold the string so that you wont need to re-thread it). Finally tie a bow (or knot) and put bundle into the box. 

Keeping the stored paperwork neat and organized is just as important as the current paperwork.  If your company is audited, it is essential that you are able to find the stored paperwork (e.g. the invoices) quickly and effortlessly.