Hi Earl,
I moved about 10,000 files while working in a large social service state agency and the file room was still "open for business".
1. Inventory your files to ensure (a) you are keeping/moving files that belong in that file room and (b) track down files that you are responsible for but are not on the shelf.
You may want to inventory more than once if you have the time.
2. Enforce file checkout procedures- cheerfully and nicely- but make sure all your staff is doing that consistently. It becomes more important as moving day approaches. You know the file you cannot put your hand on is the one everybody needs :)
3. Be aware of your confidential files. You may want to assign particular staff to inventory, pack and seal those cartons- especially if you will have a third party moving the cartons.
4. Inform your customers that the file room is moving and set expectations for service while cartons are being moved and afterward, if necessary.
I worked with my regular customers and tried to fill needs as much as possible before cartons were moved. Yes- while doing inventory and packing. Nobody said this would be easy but in my situation the move brought two very different staff units I was managing together into one team that was positive, hard-working and helpful to one another.
Julia Johnson
IT- Senior Administrative Assistant
Capital Metro
2910 E. 5th St.
Austin, TX 78702
512.369-6021
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Johnson Jr., Earl
Sent: Friday, April 11, 2014 1:01 PM
To: [log in to unmask]
Subject: Any tips/best practices/lessons learned for moving a file room?
Good afternoon,
We are preparing for office moves next month and there will also be a number of file rooms that will be affected. However, as various departments will be moving to other floors "temporarily" until original floor space has been "refreshed," these file rooms will be moved again. I do have some tips/best practices/lessons learned from a couple of moves I've done in my career, and yes, I have already checked the Listserv archives. However, I'd still like to hear from others.
Thanks, and as usual, your feedback is much appreciated.
Earl
Pipeline Records and Information Management Excellence... Get PRIMEd!
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Earl Johnson, Jr., CRM
Corporate Records Manager
[Description: Description: Description: Description: Description: Description: Colonial logo] Colonial Pipeline Company
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