With respect to office moving, has anyone created a time-table or schedule for relocating offices.
For example: 8 months before move please accomplish these tasks, 6 months before the move accomplish these other tasks, etc. Especially any tasks relating to records management. How early before the move should departments look at documents for archiving or to relocate with them to the new office space.
Also, has anyone had to relocate their office into smaller space with fewer filing cabinets. Have you had to scan your documents with an outside vendor or decided to purchase a document management system?
Alex Perez
________________________________
From: Michael Fagan <[log in to unmask]>
To: [log in to unmask]
Sent: Wednesday, November 6, 2013 4:23 PM
Subject: Re: [RM] Moving an Office
Mary, here are some thoughts from the vendor perspective.
If security in transit is a concern, then we recommend using tamper proof seal tape. If the tape is removed, a residue remains that shows it was removed. They also make non-residue tape. Although tamper proof tape does not prevent intrusion, the moving company will know that removing the tape will reveal a box was opened. Plus, the tape is usually cheaper than zip ties. Highly sensitive information that must be transported by the moving company can be secured with pad locks but that becomes expensive and an annoyance.
You should be conscious of securing or having the moving company secure cabinets that may open in transit. Something as simple as a bungee cord or rope could help with that.
We find that moving or consolidating offices prompts companies to clean out duplicate copies and send inactive files to storage. If you use an offsite vendor, they will be glad to assist for obvious reasons.
Gary's suggestion of ensuring the moving company is aware of your security protocols is good advice. You should also make sure the contract is drafted in a way that doesn't impose difficult hurdles or unreasonable damage caps if a claim is warranted. You should also make them aware that you are using tamper proof tape and will take action if it is removed, if you go that route.
IT will, of course, generally control moving computer equipment. Taking a detailed inventory of what you have and confirming it has been checked in at the new location without being tampered with or damaged is obviously critical.
Last, we find that a move often prompts companies with highly active paper files (especially in the Human Resources area) to contact us seeking a true digital solution to better manage and reduce the amount of paper they need to move/store/manage at the new location.
Warm Regards,
Michael Fagan
Regional Sales Director
Archive Systems, Inc.
215-383-2706 (phone)
215-964-3472 (cell)
215-933-3300 (fax)
[log in to unmask]
Changing the Way the World Manages Documents
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Bradley, Mary
Sent: Wednesday, November 06, 2013 3:18 PM
To: [log in to unmask]
Subject: Moving an Office
I'm wondering if anyone has seen or written a checklist of issues or action plan for moving an entire working office of paper records, storage cabinets, and all employees that use them daily. I am also looking for an inexpensive way to protect and secure the information in these documents during the move. We were thinking of using a zip tie to lock the containers but that can be removed and placed back on the container. Any Suggestions will be greatly appreciated.
Mary Bradley
The Investment Fund for Foundations
Four Tower Bridge
200 Barr Harbor Drive, Suite 100
West Conshohocken, PA 19428
Phone: 610-684-8033
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www.tiff.org<http://www.tiff.org/>
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