Hi Louis,
I have more questions than answers, but it may help you scope your effort.
1. How much lead time do you have? You could have a disposition event and clean out the expired records and convenience copies per your policy and schedule.
2. Are the departments still using paper as the official record? I had a client that had mostly moved to electronic records and was able to shred over 60 tons of paper before the move. They had just not performed a disposition event. Once people get used to walking by hallways full of filing cabinets, they stop paying attention to them.
3. How much space will they get in the new location? Usually, the office filing space is downsized and you only get so much to work with. You can help them move to a more electronic world and maybe at least move more paper to an offsite storage model if you can eliminate it (e.g. keep 1 or 2 years onsite instead of 3 or 6 or 10).
Make sure your records management framework is in place and you can help them through this process to eliminate, consolidate, and update workflows to reduce your footprint and only move what you need.
Good Luck.
Dan
Dan Beard
Director, Information Governance
SourceAmerica
(o) (571)226-4653 (c)
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Louis Tirado
Sent: Friday, August 4, 2017 1:57 PM
To: [log in to unmask]
Subject: Any formula for physical file space reduction?
Hello,
Preparing for an office move and I'm looking to the Records Management community to find out, is there a formula for how many file drawers an attorney should have. Has anyone gone through a large office move and reduced their physical footprint? If so, by how much? How much file draw space did you have and how much did you end up with?
My research has only turned up a 50-75% reduction in physical footprint when reduction is pursued in conjunction with a scan initiative and destruction policy.
Thank you!
Louis Tirado, IGP, CRM
Firmwide Information Governance Operations Manager
Cooley LLP
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