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Moving a Records Center - Don't Lose Your Records or Your Sanity!

Moving to a new home or office is exciting, but it can also make you feel overwhelmed. Last year when I moved out of my apartment where I lived for 15 years, I was amazed at how much junk I had accumulated. I kept asking myself, How did this all fit in my one bedroom apartment? Is there some gateway to another dimension hidden in the depths of my closet and boxes of junk keep falling out of it?

My Company is about to move, and I’m starting to get the same feeling. I’ve only been with the Company for three months, but it’s been around for over 50 years. We’re now moving into a larger space that has room for a centralized records center. I’m tasked with designing the records center, and managing all the inactive records in boxes that are scattered throughout the old building and making sure they all arrive in the new building.

 Here are a few details of what I’m dealing with:

  • The Company does not have an enterprise-wide inventory system for their inactive records, so each department has one or more excel spreadsheets that they use to keep track of box inventory.
  • Most of the inactive records are at an offsite records storage facility. For the last six months or so, all boxes that would have gone offsite were kept at the Company in anticipation of the move. This means that there are approximately 100 boxes in various places throughout the building, not all of which are inventoried to the folder level.
  • There is no file plan or retention schedule in place to help weed out records that could be disposed of before the move.

 

Oh, and did I mention that the move is five weeks away?

I know that we all face different challenges when our companies move, but sharing our experiences can help our fellow RIM managers. Here’s a chance to share your successes, advice, and crisis-aversion tips. What should managers definitely do during a move? What mistakes should they avoid? Please share with us!

 After my move is complete, I will write a follow up post.

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