Generally speaking, you'll want to look at something other than a pure "trucking company" when you have boxes of records to move. Depending upon the volume, your options will range from truckload carriers, to movers, to freight forwarders or air freight companies.

Figure that a typical semi-trailer will hold around  800 to 1200 boxes (skidded 40 per pallet). With a typical weight of about 30 pounds per standard box, you can then provide the carrier with the number of skids and the approximate weight.

With records, you also really want the boxes to go point to point, preferably in a sealed trailer. Many trucking companies like Yellow or Roadway are what is known as LTL (Less Than Truckload) carriers, which means that they pick up little shipments, take them to a terminal, put them into a truck going close to their destination (or progressively closer), then into a local delivery truck for ultimate delivery. This can be risky since the boxes will be in and out of many trucks and may sit on open docks for periods of time.

You'll want to be able to specify whether or not the carrier will need to bring pallets and shrinkwrap and whether or not the pickup point and delivery point have loading docks. Many carriers will not load or unload the truck unless you pay extra for that service. "Tailgate delivery" means that the driver brings the freight to the tailgate of the truck and you have to get it off the truck.

You also want to know what the loading dock hours are, if the freight elevator has to be reserved, and if there are union issues.

If you already do business with a commercial records center, they may be able to help you with this project as well.

Patrick Cunningham, CRM

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