We recently published a post on how to save money during a corporate move. In that post, one of the biggest lessons was that you don’t need to take it all with you when you move. (In fact, taking it all with you would most certainly be a bad thing.) Purging unneeded documents is a simple and effective way to save money and make the move more manageable.
However, even when you reduce the volume of records beforehand, a corporate move can still be one of a records manager’s most challenging projects. Along with the logistical aspects of the move, you also have to think about document security and the needs of the business.
To help you with that, here are a few best practices to help ensure the accessibility, security and continuity of your records during a corporate move.
Business doesn’t stop because you are moving, and you need to be prepared to give employees access to the information they might require in the course of the move.
To help ensure the right level of access, begin by asking:
- What is the likelihood of someone needing access to a file during the process of packing, shipping and unpacking the material?
- Where such access is required what indexing information is most important for locating specific files?
Remember, you’ll need to maintain detailed file tracking data on the content of each box, bin or other containers used in your move.
Clearly, ensuring the security of your files during a move is key. It isn’t just a question of ensuring that all your files arrive at the new location. They need to arrive secure and intact, and this needs to be a verifiable process.
To get a handle on your security situation, start by asking:
- How confidential is the information included in the file collection?
- What level of security should be applied during the move process to comply with privacy laws and mitigate risks to corporate information?
Business continuity is critical. Ideally, you want your employees to leave their desks on Friday at one location and show up Monday at the new place without missing a beat.
You can help achieve this continuity by conducting an initial file collection analysis, using tracking software, and implementing a proper file auditing system.