I only have 2 documents of value on my drive to assist in moving. The
third, a spreadsheet inventory (The one I cannot find) simply was an
inventory with fields for creator, department, file description, dates,
current location, future location, with a separate worksheet for each
record series. I hope the following is useful. (I stripped out all
corporate-specific names, replacing them with Financial Institution)

 

Here are the moving procedures I gave to my project team:

Procedures for preparing files for transfer

 

1.     Identify records assigned to a single department/owner. File
drawers/cabinets should be marked with a color coded label designating
it can be packed and moved either to office space in 375 Park or the
High Density File Room (HDFR). Consult with administrative assistants
and para-professionals about which files can be taken (and later
returned) for inventorying/cataloging. Clearly state where (floor and
room) records will be processed incase a file is needed.

2.     Fill boxes carefully, ensuring to maintain the order of the
files, even if there is no immediate discernible order. If you have
questions, ask a colleague or Financial Institution administrative
assistant for support.

3.     Label boxes with pre-printed adhesive labels. Pre-printed labels
will indicate department name, department sub-section, and a placeholder
for owner/creator and box number. These last two can be written on
clearly in marker.

4.     Move labeled boxes via hand-truck to designated processing area

5.     Enter files into inventory template (Excel spreadsheet). See
instructions for entering data. Save frequently to server location
designated by Financial Institution. Make a new inventory template for
each set of records (A set of records is defined as: files in a
professional's office, a run of similar materials stored in common file
areas belonging to one section/department. When completed with a set of
records, print three (3) copies: one to go in the box, one for the
administrative assistant/owner, one for Project staff.

6.     Return inventoried boxes to their original location. Boxes may be
left in front of file cabinets where they were previously or nearby. If
you are not sure where to leave them, ask the administrative assistant.
Always notify administrative assistant/owner that files are returned. At
this time, give administrative assistant/owner a copy of the inventory.
Show where the files are, and open a box to show your work what has been
accomplished.

7.     Leave some "out cards" with the administrative assistant/owner.
Explain how they are to be used when files are temporarily removed from
the inventoried boxes. Mention that Project staff will check each and
every box just prior to the move to ensure that as many file are
returned to the boxes. Any files not returned will have to be noted and
removed from the master inventory. (This will necessitate reprinting the
inventory.)    

 

The following message was intended for distribution to Financial
Institution Staff by Financial Institution's primary on the moving
effort.

 

The Project Team will begin packing and cataloging your department's
paper files on Monday, 7 November. When the supplies arrive, Project
Team will begin with files from Investment Banking (IB) and Real Estate
& Capital Markets (RECM). Around Wednesday or Thursday, 9/10 November,
Project Team will begin processing the files from Global Research. CIB
HR Recruiting, FID Non-Trading, and Research Compliance are expected to
be ready for Project Team no later than Monday, 15 November. Start dates
are contingent upon having a ready supply of boxes and folders and are
subject to minor changes. Regardless, files should be ready for Project
Team on the given dates. Also please remember that at this time, Project
Team is just processing records that will go to 375 Park Avenue. 

 

Project Team will pack up records marked for transfer to 375 Park
Avenue. You will need to tag files stating the following: whether they
can be sent to the High Density File Room or will remain in the office;
who is the owner/record creator of the files, to which department they
belong; and, a brief description of the set/s of records to be
processed. Project Team staff will remove the files to the 33rd floor,
process them, and return them to the source location before the end of
the day.

 

Project Team staff will require your expertise at times to identify the
appropriate records for processing, to obtain accurate descriptions of
record/file sets, and to know where to return the files after they have
been processed.

 

Project Team will be processing/converting your files on the 33rd floor
between the back corridor an FID Debt Capital Markets. To contact
Project Team, please send an email to Stephen Cohen, project manager, at
[email <mailto:[log in to unmask]>  address here].

 

Stephen Cohen, MLIS

Document Controls Manager

MARNELL CONSULTING

222 Via Marnell Way

Las Vegas, Nevada 89119

(702) 739-2800 x5765 Phone

(702) 739-2045 Fax

(203) 376-5535 Mobile

 

www.marnellcorrao.com <http://www.marnellcorrao.com> 

 

NOTICE: This message may contain information that is privileged and/or
confidential and is intended for the sole use of the intended recipient.
If you are not the intended recipient or a person responsible for
delivering it thereto, you may not disclose, use, disseminate,
distribute, copy, or take any action in reliance upon this message or
any attachments thereto in any way. If you receive this message in
error, please return it by forwarding the message and any attachments to
the sender.

 

 


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