On Mon, Mar 18, 2013 at 2:42 PM, Craig Conant <[log in to unmask]> wrote:

> I'm a records manager who has been working in government records for over a
> decade.
> As part of our building’s remodel, we are managing the movement of records
> to a new consolidaterd records center.  I’d like to get some feedback from
> anyone who’s managed a records move within a building before.
>  Specifically,
> I need to know how you have managed the move of sensitive or confidential
> records.

 When you moved, did you:
>
> ·         Move the records while in their safes or locked cabinets
>
> ·         Place the records in ordinary cardboard boxes while moving
>
> ·         Place them in lockable or tamper-proof containers while moving
>
> ·         Make sure that responsible staff accompanied the containers
> during the move
>
> Any ideas about how to accomplish this part of our move would be greatly
> appreciated.
>
> Craig Conant
>
>
Craig-

The less jostling/moving of the documents possible is typically the best
scenario.  If they can be moved in the existing containers/cabinets intact,
and you can avoid extra handling, your chance of losing things or ending up
with disheveled content is limited considerably.

Naturally, it depends in great part on the volume, the stability of the
existing cabinets/containers and the distance being covered in the move
(same floor, same building?  different floor/same building/freight or
passenger elevator?  flat floors or ramps/stairs at any point?  smooth
thresholds on doorways?  Hand trucks/flatbeds or dollies?)  If you will be
using passenger elevators, a move of this type is best coordinated after
hours so you can secure access to a bank of elevators exclusively for move
use.

Your new facility will need to be alarmed/protected/secured prior to the
move beginning so as  items arrive there, they will be automatically
protected and can be left without a person guarding them.

If you can't logistically pull this off and have to remove contents from
cabinets/containers first to boxes, you will need a system that allows you
to identify container/drawer to box (will involve multiple boxes per
drawer) to ensure things return to the same containers they came from and
you should return the contents to the container AS SOON AS BOTH make it to
the new facility rather emptying them all, boxing them, then moving all the
boxes, all the containers and then refilling them.

Wherever possible you should use YOUR STAFF, not MOVERS to do this... or at
minimum, have one or two of your staff on each end of the move to account
for what leaves and what arrives so nothing gets side tracked during the
move.

We just recently moved 3400 cu ft of classified records from one facility
to another in boxes, by truck, a distance of about 1/4 mile on a closed
campus.  All shelves were labeled on each end and we had checklists on
clipboards on each end.  All boxes were pre-labeled, and a crosswalk was
made from old seat number to new seat number.  Customers request everything
by old seat number and box number, when the boxes return, they are given a
NEW record with new seat number and existing box number. Inventory is
modified at that time to eliminate prior seat number.

Larry
[log in to unmask]

-- 
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]