A move is a great time to make changes to your records and information management program and a chance to improve the way your records are stored and handled. If you have had a big project in mind, now is the time, just follow these five simple steps:
1. Get current
Preparing for a move is the perfect time to eliminate piled-up interfiling or other backlogged items. Getting up to date on your filing will help reduce the complexity of your move by making everything more organized.
If you have several file collections in different areas, a move is the ideal time to bring them all together into one central location with minimal disruption.
Centralization will help you improve access to your business information, increase security, and reduce your infrastructure costs.
3. File tracking
File-tracking software is always a good idea for any records and information management program, and a move makes it even more so. You have to analyze and review your entire file collection in order to move it, which is a perfect opportunity to incorporate your records into a file tracking system.
As mentioned above, in order to maintain the appropriate levels of access, continuity, and security, it is critical to have a detailed picture of every record involved in the move, and tracking software can be a valuable asset here. TAB FusionRMS software is a great example of RIM software that effectively tracks and manages all of your RIM documents.
4. Equipment and storage
A move is a great time to review your equipment as well. If it is worn out or not up to the task, why move it? It may make more sense to acquire newer, more strategically designed file cabinets or shelving for use at the new location.
To asses the current state of your existing equipment ask
- What condition is it currently in?
- Are your shelves and cabinets doing a good job of protecting your records from wear and tear?
- Does the storage equipment efficiently use available floor space?
- Are there current challenges in retrieving or using records that you can address with a new and improved filing system at the new site?
5. Plan for the future
When executing your move, don’t get caught in “current state” thinking. Instead, try to anticipate what your organization might need in terms of records and information management storage and equipment down the road. Ask yourself:
- How much is the collection growing on a yearly basis?
- How much space and what equipment will be needed to store files at the new location, now and in the future?
This way you can ensure that your new space can grow as your collection does.