Is your organization facing a corporate move? It can be a challenge, but moves are also a great opportunity.
The fact of the matter is that files aren’t furniture. Moving them requires careful planning and execution. The good news is that a move presents a glorious opportunity to have a significant positive impact both on the efficiency of your records management program and on your organization as a whole.
So to help you make your move a success, here’s a great tip to keep in mind when preparing for your move.
Reduce Costs: Only Move What You Need
It’s simple—the more files you have to move, the more expensive it will be to move them. That also applies to storing your collection in the new facility. And you also want to avoid moving a mess and creating that mess at the other end.
So why move documents you don’t have to? A move is a great opportunity for a purge.
Start by conducting a review of shared filing spaces and individual work spaces. A records retention schedule will be critical for this. You’ll want to determine:
- Which records are outdated
- Which records are inactive
- What is “non-record material” (i.e. duplicates, drafts etc)
Once you’ve done the review, you can then destroy outdated files as per your records retention policy, move inactive files to less expensive storage, and purge your collection of non-record material.