In addition to all the great pointers mentioned so far, I'll add one about
movers.
Years ago in a former job, I came late to the table as my organization was
planning a major move to another building miles away. Our movers were
company employees from the facilities department. As I was trying to
coordinate actions and educate employees, I came to the realization that as
the facilities people were doing their prep walkthroughs, employees were
asking what to do with records. Well, since the movers preferred moving less
stuff, what was their advice? You guessed it - get rid of as much as
possible. We got through the move, but what a headache!
Moral of the story - coordinate and communicate with the moving people -- no
advice about the records!
Cathy Westfeldt
NARA
----- Original Message -----
From: "Earl Johnson" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Tuesday, December 12, 2006 9:06 PM
Subject: [RM] Office moves...
Good evening,
Two of our offices will be moving into new buildings next spring and I'd
looking to hear from those of you who have gone through office moves. One
office has about 1,100 employees on 8 floors, and is moving into a new
building where we'll have 5 floors--same amount of employees. We already
know the Records Center (RC) space will be smaller, so we're preparing for
that. We're also beginning to prepare staff for moving into smaller
office space (even our partners will have smaller offices).
The other office has about 125 employees and will be moving into a
new-but-similar sized office.
I'm especially interested in any lessons learned you can share, what you'd
do differently if you could do it over again, and mistakes made all from a
RM standpoint... i.e., how you physically prepare the records for moving?
How were the records moved? What RC operations or services did you have
to change or lose in moving from a larger space to a smaller one?
The RCs in these offices are moving from an open, self-service operation
to a closed, locked-down and secured operation with restricted access. I'd
be interested in knowing how your offices responded to a similar move, and
knowing what drove your office to such a move. Finally, I'd appreciate
learning more about any standards you have in place for new RC
buildouts... i.e. size, staffed inside or outside of RC, security
(cameras, restricted access, keypad or access card entry, etc.), customer
access to RC (escorted or not), and any other issues you can share.
Feel free to respond to me directly and I'd be glad to summarize the
responses I get for anyone else who might be interested.
Thanks.
Earl.
ENTERPRISE SUPPORT SERVICES
SEA Sub-AREA RECORDS MANAGER
Earl Johnson, Jr.
Ernst & Young LLP
600 Peachtree St., Suite 2800, Atlanta, GA 30308
EY/Comm: 7435648
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