This week we bring you the final post in our three-part series on corporate moves. Our first two posts provided tips on how you can plan and execute an efficient move that minimizes the impact on your employees. This week’s post focuses on the opportunity to improve your records management program when making the move.
You can think of the new location as a blank canvas on which to create your ideal records management program. For example, you could improve the way your records are stored and handled, or implement an important project you may have been putting off.
To inspire your own move, here are some of the initiatives you could implement when relocating:
1. Get Current
Preparing for a move is the perfect time to eliminate piled-up interfiling or other back-logged items. Getting caught up on your filing also helps 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
Implementing file tracking software is always a good idea for any records 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.
And as we mentioned last week, 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 is an invaluable asset here.
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 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 equipment efficiently use available floor space?
- Are there current challenges in retrieving or using records that you can address with an updated filing system at the new site?
5. Plan for the future
When executing your move, try to anticipate what your organization might need in terms of records management storage and equipment down the road. Ask yourself:
- How much is the collection growing on a yearly basis?
- With this in mind, how much space and what equipment will be needed to store files at the new location?
- Have a corporate move approaching fast? Get our corporate move toolkit now.
- Learn how to create a more efficient paper filing system in your new location.
- Speak with one of our experts to help you with your corporate move.