Seems like we are forever moving around -- whether it is one individual or whole department or a whole building.  Our mandate is that records and information must be managed throughout the process. And after the move, No records should be left behind!

We use our information security policy/program to guide how information is handled throughout the move. We do use outside movers, but these have already gone through the vendor management program and are contracted by our real estate group.

Below is a brief outline of our process. If you like to discuss online feel free to reach out to me at [log in to unmask]



Our process starts with communication to the managers and the individuals affected by the moves. This is in conjunction with the real estate/facilities folks who handle the move.  

1. The communication is essentially --- notification of move date,  reminder to manage records/information throughout the move, reference to the retention schedules and how to use them.
2. The individuals will pack their desk areas, common areas need to be packed too so should be assigned to someone. If employees are going on vacation -- make sure they pack their stuff before they go.
3. Managers are responsible for oversight of the move, making sure no records or information are left behind.
4. After the move there is a post move walk through that opens every drawer, cabinet and closet to make sure nothing was left behind.

One of our move managers developed a form to help identify what had been reviewed during the post move.  The form has the following information on it and was called the Records All Clear form.

(check box) Date before the move/person responsible/_____ (for sign off)
(check box) Date of the move/person responsible/_____ (for sign off)
(check box) Date after the move/person responsible/_____ (for sign off)
(check box) Date after the move/person responsible/_____ (for sign off)

The bottom of the form has the following directives:

Areas must be free of all documents 
Office supplies will be taken by facilities 
All equipment will be removed by IT




~Meg 

Meg Duncan, CRM, CIM
Fidelity Investments | Franklin MA
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The views expressed in this email, written by me, are mine alone, and may not represent the views of my employer.

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