When one of our government clients had to move after years occupying the same city based location, they faced a logistical nightmare in how to deal with an accumulation of records they weren't sure they needed? Time was short, with only 5 months to plan and execute the relocation, including what records they needed to continue to operate as well as information for their designers and architects on the optimal storage needed in the new location.
The problem was where to start, and how to ensure that records were not lost or damaged during the transition. They needed good project management and someone who knew all the steps to execute the plan.
Recordkeeping Innovation responded immediately, developing a strategic plan, identifying volumes and storage requirements and working out priorities. We worked closely with the architects to ensure adequate storage space and appropriate equipment in the new office environment. RKI identified vital records and made recommendations on the management of these records - contracts and agreements ensuring safe handling and custody in fire proof storage and backup copies. RKI developed procedures to manage the relocation of hardcopy records. The procedures were aimed at business unit staff and the records management staff.
Executive management had decided that all business unit staff would be involved in the boxing of their team's hardcopy records and this needed to be done accurately. There were records going to offsite storage, the new office location and also items that could be destroyed. Each business unit was allocated a specific time for this process, they were briefed and trained. A records staff member was also allocated to the teams to provide assistance and advice.
RKI worked closely with all business units and the records management team involving them in the process through communications, information sessions and training.
Importantly, the process was accountable ensuring that no records were lost during the transition. This required careful attention to receipting, boxing, listing, labelling and adequate project management and reporting.
Successfully delivered, our client was able to recommence full operations immediately after the move.
Records Standards and Development Retention and Disposal Guidelines Policies and Procedures Email and network chaos Business Process and Taxonomy EDMS Systems Assessment and Selection Training Paperless Office Mergers, Acquisitions & Amalgamations Information overload Records and Information Strategies Metadata Management Archives Planning Training
