<You mentioned "My firm removes inactive documents from binders before
they're put into storage."  Do you use some other equipments(file folders,
elastic bands, envelopes etc) to hold the papers at first, and them put them
into storage? or you
just put the loose paper into storage? Who do the removing part? the
employees themselves?  Did you do any calculations about the time and labor
needed for removing the paper from the binders? Did the calculation look
good?>

We have not done cost/benefit studies--I'm sure they're out there.

We keep the docs grouped as they were in the binders.  (Make sure each group
gets labeled to match the binder's label, sometimes you will have a paper
title page but not always.)  We've used expandable folders, and we've used
the ring clips that go through the punched holes.  Quickest and
cheapest seems to be to use plastic elastic bands--not rubber bands--that
will hold up through moderate use and over the docs' retention period.

Think ahead to when the files can be destroyed.  If shredding requires
pulling the docs out of the binders then chances are doing that when they're
first put into storage is the right move.  But also look at how often they
are retrieved after going to storage.

Who should do the task:  put it in the hands of the group who can do it most
effectively.  Factor in salaries, location, workspace, volume and complexity
of the documents.

Gary Grieme
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