When Should a Business Destroy Old Records?

18 October 2021

It’s funny but when you see someone shredding old documents you, immediately assume they have something to hide. This is probably due to the various high-profile scandals that have involved the destruction of paperwork, such as Watergate.

However, the simple fact is that, even in the digital age, paper is still used and personal information must be destroyed properly. That’s why every business should invest in security shredders. These are designed to cut the paper in several directions and into very small pieces, making it very difficult to piece the paper back together.

It’s the safest and most efficient way of getting rid of paper records.

Why Destroy Old Records

All businesses have to keep records of their transactions, especially income and outgoings. These are essential to back up their annual accounts. This paperwork can be examined at any time to ensure the declared accounts are accurate. This is important to the tax inspector as they calculate the tax bill based on the accounts declared. If these accounts are wrong the business may underpay tax.

To ensure this doesn’t happen the tax inspector can ask to see the records to verify figures. Of course, this means that businesses need to keep the records safe for the inspector.

However, keeping records requires space. Just one year of accounts records can take up dozens of boxes and the problem gets worse for small companies.

In general, the tax inspector likes you to keep records for seven years.

Modern Changes

This has changed slightly in recent years as there is an increasing number of companies offering to scan your paperwork and look after it in the cloud on secure servers. Alongside this, they will usually have a secure backup to ensure the records are never lost. This is generally acceptable to the tax office. But, they do like to be able to verify some records with the scanned versions.

Of course, this is a cheaper option than renting space simply to keep old records.

In short, it is recommended that businesses keep records for between 3-5 years and the scanned copies for at least seven.

You can then destroy the old records without worrying about proving accounts.

The Destruction Process

As mentioned, you need to invest in security paper shredders as these will shred the document into small enough pieces that they cannot be identified. Standard and personal shredders offer a much larger cut and only cut in one direction, making it possible to put the paper back together.

You could burn the paperwork. But, aside from being bad for the environment, it is not guaranteed to eliminate all the data.

Shredding with a security shredder and then having a dedicated company remove the shredded paper, is the safest method. That’s important for your company’s reputation. After all, if personal information gets into the hands of the wrong people your customers will not be happy and your sales will take a dip. That’s a lot of hassle when shredding is such a simple solution.

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Ariana Smith

I enjoy writing and I write quality guest posts on topics of my interest and passion. I have been doing this since my college days. My special interests are in health, fitness, food and following the latest trends in these areas. I am an editor at Content Rally.

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John Gizowski, of La Grange, IL, Skilled Engineer and Leader,Talks About How to Boost Your Team’s Productivity

If you run or manage a business, you know that the road to success has many setbacks and roadblocks that will harm your progress. Since they play a vital role in your bottom line, your team's productivity is an essential factor that you can't afford to ignore. Team's Productivity can increase when you make your choices in the right direction. Learning to develop the leadership skills that will help you motivate and inspire your team is an investment that will offer breathtaking results. Your business will run at its best when you understand how to correctly manage those who work for you. Starting from leading and supervising engineers and other members in teams to expediently completing engineering projects at the correct time and under budget, John Gizowski of La Grange, IL possesses an astonishing track record for getting the job done. Below, Mr. Gizowski shares his advice on how you can take steps to combat that problem by learning to get the most from your team. Different Ways You Can Apply For Boosting Your Team's Productivity There are multiple ways you can increase your team's productivity in this article you will get the complete details of it at your end. Clear Communication: When you want to enhance your management skills and to inspire your team to put in their best effort, encouraging open and honest feedback is a good place from which to start. Your team needs to know that they can come to you when they have questions or run into problems. So, you must do your best to be understanding and to let them know that you want to help. Also, invite your team to come to you with any ideas that could improve your daily operations. Inability to communicate what you want your team to do will harm their productivity more than you might think. Assuming that others know what you are thinking is easy, but it can cause misunderstandings. When you speak with a member of your team, provide as many details as possible, but you can also ask your team questions to ensure that they are paying attention. This step might seem small at first, but it can work wonders when it comes to the performance of your team. Show Your Appreciation: Letting the people who work for you know that you care about them and appreciate their effort is the number 1 thing that will take your productivity to the next level. People want to feel important and as though what they do matters, and overlooking this fact can have negative results that will hurt your bottom line. Offering verbal praise will let your team know that you notice their contributions, but you can also provide them with incentives for going the extra mile. Once your team sees that you value them, they will be much more willing to work hard and to get each project done by the deadline. “The impact on your bottom line will amaze you, and you will know that you are moving in the right direction,” stated John Gizowski of La Grange. Conclusion: When the performance of your team is the difference between success and failure, building your leadership skills is a critical factor that you can't overlook. When you treat your team well and let them know that you care about them, they will not want to let you down. No matter the situation, they will strive to exceed your expectations at every turn, and you will be pleased with the outcome. Giving clear instructions and making people feel comfortable coming to you will help, but showing gratitude will complete the picture. Read Also: 6 Tips For Effective Crisis Management 7 Ways To Boost Employee Productivity And Create A Positive Culture How To Successfully Turn Around Struggling Companies Self-Employed Health Insurance: Best Types For Every Freelancer

The Importance of Writing Business Reports in College

A business report is an important document because it reveals specific information about the organization. Entrepreneurs write these reports with the aim of attracting investors to their organization. Business reports also keep employees aware of the goals of the organization as they strive to achieve them. As a student, you need to have a clear understanding of the operations of the real business environment. It beats logic to finish college yet you cannot write a business report. Remember you are preparing to work in the actual business environment. Therefore, you need to gain practical skills in addition to the theory that you learn in class. One of the critical practical sessions in college is to write business reports. Currently, most organizations are under pressure to enhance their reporting processes. As a student, you will be expected to undertake this responsibility once you get to the field. The information you provide has to be reliable and sufficient. Remember everyone will be looking for you to meet these requirements with a high level of precision. The best way out is to present your facts in the form of a business report. Most modern organizations rely on the finance department to assist in the decision-making process and offer critical support to the business. There is an increase in the demand for fast and transparent reporting and most finance practitioners aim towards minimizing the time they use in compiling data to provide high-quality information at a fast pace. However, they cannot meet this objective unless they have a deep understanding of the concept of business report writing. You need to gain these skills at the college level and then sharpen them once you go to the field. Here are some of the benefits of writing business reports in college. Business Reports Provide Students with Deeper Insights : Business reports have an integral role to play when it comes to the active management of organizations. The management team uses them to track progress and attain organizational goals. Business reports can also help managers in controlling business expenditure and increasing revenue. Analysis of business reports will help both students and managers gain useful insights into the prevailing business trends. This knowledge ultimately helps business practitioners to put in place effective strategies that enhance the overall performance of the organization. Managers normally review the business reports and check for any abnormalities. Students need to have these insights from the onset for them to become better managers in the future. There is a definite format for writing business reports. Students should learn this before they get into the field. You have to understand the various sections of a business report and the information to include in each paragraph. As students write a business report, they get to understand the importance of this document to the management. No one will have the time to teach you all this information while at work. It's important to write business reports in college so that you don’t struggle later in life. Reporting That is Aligned with the Key Performance Indicators (KPI’s) of the Organization : It is meaningless to provide a report that is not aligned with the overall strategy of the entity. You cannot achieve this objective unless you practically engage in writing business reports in college. You should bore the KPIs in the mind during the reporting activity. The advantage of providing accurate business reports is that they offer decision support and assist incorporate strategies of the entity. These are some of the things that you need to learn in both practice and theory. Business reports that are aligned to the KPI’s of the organization help in the attainment of the organizational goals. There is no better way of learning these skills unless you do it practically. No wonder you will find most professors insisting that college students must write a business Help in Highlighting the Current Position of the Enterprise: Some business reports are crafted with the aim of highlighting a particular problem that the company has been going through. The reports should contain effective solutions that help in bringing the problem to an end. For instance, suppose an organization is planning to downsize, this decision will ultimately affect the employees. In this case, the business report has to state the position of the business and the reasons behind the downsizing. The report should suggest the strategies that the management team can adopt so that the downsizing does not have adverse effects on the employees. The best time to gain such skills is at the college level. Business Reports Help in the Adoption of the Right Marketing Strategy: Companies find business reports to be used when setting up their marketing strategies. If a company is targeting a particular section of consumers with the aim of entering a new market, it can give its report to an advertisement agency. The best time to learn to write such a business report is at college. The report will help the marketing agency to develop a successful and effective marketing strategy for the organization. Business Reports Assist in Decision Making: Finally, college students should learn the various approaches to making decisions. One of these techniques is writing business reports. An annual report can help investors, employees and customers get the true picture of the organization. The business report is a critical step in the decision-making process and college students should gain these skills. An accurate and high-quality report will help the organization to track its expenses, improve its operations and also set new goals. As you read the business report, you should be able to identify the bottlenecks and come up with the various strategies that you can use to eliminate them. In summary, business reports play a critical role in the day to day running of the organization. College students can’t gain these insights unless they learn how to write a professional business report online. Lecturers should give college students business report assignments from time to time so as to prepare them adequately for the job market. Read Also : Why Every Business Needs Digital Marketing Small Business Guide To Private Health Insurance Exchanges Get The Details On How Sferic Protect Can Benefit Your Business & Its Safety

Seven Benefits Of Hiring A Professional Bookkeeper

Do you constantly worry about numbers adding up correctly? In today’s fast-paced world, entrepreneurs want to stay on top of all money-related matters. They want to ensure the business has sufficient cash, capital, and profits available to remain afloat in the longer run. However, as the business grows, you hire more employees and acquire more customers, keeping track of finances and employee monitoring becomes challenging. Before you start falling behind and losing track of receipts, hire a bookkeeper. Bookkeepers can take over the responsibility of maintaining records for all financial transactions. They develop a system that organizes your sales, payments, expenses, costs, and debt, helping you make sense out of numbers. Precisely, you will get a complete set of accounting records, giving an overview of the company’s financial health. In turn, you can make more informed decisions based on financial data. If you are still thinking about whether hiring a bookkeeper is worth the cost, have a look below. Here we are unfolding seven benefits of hiring a professional bookkeeper. 1. Analyzes company’s standing: Are the business revenues spiking? Is rental expense consuming a massive chunk of profits? With a bookkeeper on board, you can find answers to all these questions. They keep a close eye on numbers to find out where your company stands financially. They simplify complex information by categorizing data to promote understandability. Moreover, you can also ask bookkeepers to prepare financial statements to understand the company’s financials better. In case they lag accounting proficiency and decision-making skills, encourage them to pursue higher education. Perhaps, they could look for a master of accountancy if they only have a bachelor’s degree. Alongside finances, they will be better able to analyze financial metrics. Hence, helping you figure out where you should invest money and cut costs. 2. Prevents errors: Undeniably, mistakes can be super costly. In addition to incorrect recording information, misreporting any income or expense can lead to hefty fines from the regulatory bodies. Likewise, mixing up different types of expenses and data entry errors can result in inaccurate financial records. Professional bookkeepers with a keen understanding of finances and numbers are less likely to make mistakes. They look into all the bills, receipts, invoices and record them into accounting software. At the same time, they organize all the data promptly, ensuring your books are up to date. 3. Identifies issues in cash flows: Sometimes, businesses are earning substantial profits, yet they don’t have sufficient cash available. As bookkeepers handle day-to-day recording of invoices and receipts, they have a good handle on your income and spending habits. They closely monitor how much money is going out of the business (outflows) and coming in (inflows). The minute outflows exceed the inflows; bookkeepers will alert the upper management about cashflow problems. Additionally, they can identify problems within the cash flow. For instance, if inventory holds a lot of cash, bookkeepers will suggest managers sell it to recover the cost. Likewise, if debtors delay payments, they will suggest the accountant negotiate credit terms with creditors. 4. Accounts for tax deductibles: Amongst all business tasks, paying taxes is every entrepreneur’s least favorite. After all, no one likes giving away a chunk of profit to the government. Surprisingly, a bookkeeper can help in reducing the overall taxable income. They work together with tax specialists and account for tax deductibles to ensure you don’t overpay taxes. From depreciation, travel to revaluation expense – they account for every cost to scale down the taxable income. Similarly, they provide interim and year-end financial statements to determine the company’s annual tax obligation. Hence, you can make decisions beforehand that can modify or lower the tax bill. For instance, if the tax policies are more flexible for C corporations, you can switch from limited liability to a C corp. Besides this, having proper records can help with the tax return filing procedure too. 5. Fosters business growth: Bookkeepers can facilitate business decisions about day-to-day business operations. They can forecast seasonal ups and downs, ensuring you have sufficient capital available when revenues are low. Similarly, they encourage managers to set some funds aside when profits are spiking. Greater awareness of spending patterns and sales trends can help entrepreneurs lower operating expenses. Hence, they can save money in the long run and invest it in business growth. Additionally, not having to worry about finances gives business owners enough time to focus on other core business operations. 6. Prepares business for an audit: Until you demonstrate non-compliance with tax obligations, your business won’t go through an IRS audit. However, you have to perform an internal and external audit to assure stakeholders that your company complies with accounting standards. Luckily, having accurate records prepared by a professional bookkeeper will ensure a smooth audit process. They would have correct records to support the income tax returns. At the same time, bookkeepers organize all receipts and invoices. Thus, the auditors can see all business expenses are legitimate. It will ensure you haven’t over or understated the profits or income, regaining investors’ trust in the company. 7. Helps in securing funding: Today, lenders need accurate records and financial information before giving out a loan. After all, they have to evaluate your repayment capability to ensure you will repay the loan timely. Bookkeepers maintain complete records, showing lenders that you know the company inside out. Similarly, they outline past performance to show banks and financial institutes that you have a solid financial history. In addition to gaining the lender’s trust, you might be able to secure a loan at a lower interest rate with flexible repayments. Conclusion: In a dynamic business landscape, bookkeepers can help you through all stages of starting and growing the company. They maintain records, organize data, and keep a vigilant eye on finances. They also preserve receivable accounts and prepare payrolls. Simultaneously, bookkeepers help companies lower taxable income by accounting for tax deductibles. Having a bookkeeper on board will provide more benefits and less stress while ensuring effective financial management. Read Also: How Businesses Benefit From Keeping A Text Message Record This Is Why Every Organization Should Invest in Job Management Software 6 Crucial Aspects to Consider Before Starting a Business

When Should a Business Destroy Old Records?

Why Destroy Old Records

Modern Changes

The Destruction Process

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A How-To Guide For Every Entrepreneur – How To Use Unified Communications

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Ariana Smith

I enjoy writing and I write quality guest posts on topics of my interest and passion. I have been doing this since my college days. My special interests are in health, fitness, food and following the latest trends in these areas. I am an editor at Content Rally.

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John Gizowski, of La Grange, IL, Skilled Engineer and Leader,Talks About How to Boost Your Team’s Productivity

The Importance of Writing Business Reports in College

Seven Benefits Of Hiring A Professional Bookkeeper

When Should a Business Destroy Old Records?

Why Destroy Old Records

Modern Changes

The Destruction Process

Share this Article

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Tags

I enjoy writing and I write quality guest posts on topics of my interest and passion. I have been doing this since my college days. My special interests are in health, fitness, food and following the latest trends in these areas. I am an editor at Content Rally.

Leave a Reply Cancel reply

Popular

Follow Us

Recent

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