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Relocating physical records
Arrange the physical move of affected records
Once you know which records you need to move and the facilities to which they are moving, then you can organise their relocation.
Things you need to plan for are set out in the table below.
Things you need to plan for
| Things to consider | Involves |
|---|---|
| Ordering stores and equipment | Working out the type and quantity of boxes/crates or other packing equipment needed. This will depend upon the format of records being moved as well as the quantity, for example, magnetic tapes, CDs, microfilm, paper files. Find out whether you need to order these yourself or whether the moving company (if used) will provide them. If the latter, don't forget to tell the moving company what you need. |
| Packing the records | Working out what you require in terms of time, space and staff. |
| Labelling boxes | Deciding on a box labelling system. Make sure ALL boxes are labelled clearly and consistently, for example, designate a particular location on the box for the label. Linking boxes to box contents through control tools - make lists of box contents, for example, in Excel, or generate these from records management software. |
| Assigning responsibility for tasks to staff | Informing staff involved in the move what they are responsible for and who to go to for help. |
| Maintaining records control tools | At all times keeping control of what records are being moved, where they were moved from and where they are going. Even if records are being transferred to another public office, you should update your records control tools to show this. |
| Striking a formal agreement with contractors | Setting out what contractors are required to do, the standards they are to meet and penalties for failing to achieve them. |
| Establishing rules and/or procedures for packing and handling records | Establishing clear rules to help staff and contractors. See Records in transit: keeping them safe for guidance. |
| Transporting the records | Obtaining adequate and secure transport at the right time, in the right place and for the right price. See Records in transit: keeping them safe for advice on suitable vehicles. |
| Unpacking the records | Working out what you require in terms of time, space and staff. |
To help you keep track of records, essential for a successful move, take extra care with:
- labelling the boxes
- maintaining location information in records control systems
- preparing storage areas or equipment in the destination office.
Moving electronic records
Moving electronic records is in many ways easier than relocating paper records as the physical size is usually small. You may just be moving data, or data storage devices (for example, CDs, magnetic tapes) and equipment required to use the records may also need to be moved.