When it comes to moving your records, the most important thing to remember is that files are not furniture. They require special handling so that nothing goes missing and every document remains secure and accessible through the process.
The following are best practices for ensuring the accessibility, security and continuity of your records collection during a corporate move.
Accessibility
Business doesn’t stop because you are moving, and you need to be prepared to give employees access to the information they might require in the course of the move.
To help ensure the right level of access, begin by asking:
- What is the likelihood of someone needing access to a file during the process of packing, shipping and unpacking the material?
- Where such access is required what indexing information is most important for locating specific files?
Remember, you’ll need to maintain detailed file tracking data on the content of each box, bin or other containers used in your move.
Security
It seems obvious, but ensuring the security of your files during a move is key. It isn’t just a question of ensuring that all your files arrive at the new location. They need to arrive intact and uncompromised, and this needs to be a verifiable process.
To get a handle on your security situation, start by asking:
- How confidential is the information included in the file collection?
- What level of security should be applied during the move process to comply with privacy laws and mitigate risks to corporate information?
Continuity
Business continuity is critical. You want your employees to leave their desks on Friday at one location and show up Monday at the new place without missing a beat.
Following best practices for file moves like conducting an initial file collection analysis, using tracking software, and implementing the proper file auditing system will help you achieve seamless continuity.