Files Management: Purging

Records which have reached the end of their retention period and are not archival can be considered obsolete. Obsolete records should be purged on a regular basis.

Purging serves several purposes:

• reduces the number of files in an office
• facilitates the retrieval of information as there are fewer files to search
• avoids last minute crash programs to clean out office or storage areas
• ensures compliance with records retention schedules
• reduces the risk of litigation loss
• reduces the risk of unfavorable audit findings

Duplicates and other material that may be disposed of without a specific records retention period can be purged at any time. Confidential records must be shredded.

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