Articles and News

September 14, 2015

FALL CLEANING: WHY YOU SHOULD PLAN AN OFFICE FALL CLEANING


Fall has always signified new beginnings and a time for cleaning & reorganizing. So what better time than this beautiful fall weather to start cleaning the office.

  Researchers suggest that about 30% of time is wasted in the office trying to find misplaced information.

This article provides some guided tips on how you can securely & effectively perform fall cleaning for your office.

 

Organize loose papers:  Paperwork that is piled up around the office reduces moral, reflects badly on an organization, & becomes time consuming when trying to refer back to old documents.

  • The use of file cabinets can reduce the areas that can become cluttered. File cabinets are perfect for storing things like invoices, work orders, estimates, vendor information, product specs and customer profiles. Label files according to their specific use and file documents away whenever you clean the office.

  • If there is a need for you to keep certain documents on hand for immediate reference, then you can make use of desktop trays and wall mounted "pockets." This is a good idea for things like bills to be paid, open customer files, paperwork that must be filed away and documents in current dispute.

  • To save space, consider scanning documents that can be archived and storing them electronically.

Sanitize & Clean:  Use a duster to blast dust out of tight spaces like keyboard keys, vents and fans. Wipe electronics with a soft rag moistened with a disinfectant spray. Remember to power down the computer and wipe off the keyboard. Dust the hard drive, especially around the fan vents (dirt & dust can cause the computer to overheat).

Computer Maintenance: After a long history of web research, gaming or any online activity, your hard drive may not be running optimally.  Malware problems can cause your computer to run slowly with the allowance of multiple pop-ups and programs not loading properly. Be sure to update your malware and virus protection, and regularly schedule computer scans.

Computer Files: One article suggests that Americans waste almost 30 minutes a day – 180 hours a year – trying to locate misplaced information. Start de-cluttering your computer files, photos & downloads. Organize information & emails into folders. Consider using cloud storage or an external hard drive, and regularly schedule system backups.  

Paper Files: Confidential information that is no longer needed should be properly & securely disposed of by shredding and then recycling. In the workplace the most common way to rid your desk of paper clutter is to drop it into a recycling bin, however tis way has been proven to be a huge security risk. Today, it is recommended that you partner with a certified document shredding service with security trained experts. It is recommended that the company provides security locked bins, secure shredding, and a Certificate of Destruction once the shredding is completed.

Old Equipment: Don’t throw old equipment such as computers or laptops before removing their hard drives and having them securely destroyed. Hard drive destruction is extremely important in the information security process. Research has shown that even when files are ‘deleted’ or ‘wiped’, they can be recovered by information thieves.

Information Security Awareness: Security awareness is critical. Provide your employees with a procedure for maintaining the level of security for confidential information when in the office. Try to limit the amount of confidential information put on social media, provide training about phishing messages and other types of scams, and only use trusted apps and websites. Organizations should implement a document retention policy.

Implement a shred all policy to help reduce the risk of information security breaches and dispose of old or unwanted documents with the use of a secure document shredding service.

 


Rock Solid Shredding provides customized paper and hard drive shredding services that assist businesses with complying with legislation while protecting information.

Contact them at 501.940.9900 or fill out the Contact Form.

Follow Rock Solid on Twitter. Like them on Facebook.