Check that records have been successfully moved

There are 2 aspects to this final stage:

1. checking that ALL records that should have been moved:

• have been moved
• are undamaged

2. evaluating your project implementation.

Details follow:

Checking the records

First, you should check the records at the new location - both paper and electronic - against the records control tools to check that all the records that were sent from the old premises have arrived at the new premises.

Next check that systems are working and that records are not damaged. If there are any missing or damaged records, make sure you follow these up as soon as possible. If there is any damage, you may need advice from a conservator or ICT professional about treatment or restoration. Early identification will be the best hope for recovery or the prevention of further damage. Talk to:

• staff of the business unit from which the records came
• those involved in the transportation
• staff who packed and listed the records
• staff who unpacked the records (if different)
• ICT staff.

It is more difficult to identify damage or to identify if data has been lost in transfer. Work with ICT staff to test systems and look for inconsistencies in data and error reports. Carry out sampling of data.

Evaluating the project

Secondly, as with any project, evaluate its success on completion. From this you can learn lessons about what went well and what could be done better the next time you face a move. Document this evaluation so that others can learn from your experience.