Relocating physical records

Plan the project

In most cases when a public office or part of it is moving, a project steering group will have been set up to oversee all aspects of the move. Make sure that records are included in their plans. Moving paper records particularly takes a long time to plan and implement. The project team need to be aware of these resource requirements.

The table below sets out the different elements you need to think about in your planning. The output should be a project plan with milestones to help you keep the project on track. Use the project plan to assign responsibilities to staff involved in the project.

Note: If your public office has moved locations before, check the records and use this experience to help you plan - this includes things to do, and things not to do.

Table to help you plan

Identify...	Consider...
What is happening	the reason for the move (this will affect what needs to happen to the records) which site/s and staff are affected when it is scheduled to take place the facilities to which the public office is moving
Time required to plan and implement the change (or the time available)	how long you need to do the job well Note: If the timeframe is set for you, then this will affect the amount of staff you need and possibly costs.
Who will do the work	whether the move will be handled by contractors or staff of the public office if contractors, ensuring that the security of records is adequately safeguarded
Staff resources required (or available)	Even if contractors are employed, staff time will be needed to plan, prepare and to evaluate at the other end. Consider, as above: How much staff time you need to do the job in the time available. Staff needed at different sites and from different parts of the public office, for example, records team, affected business units/affected sites and HR staff. Temporary staff required to do legwork such as packing and labelling. (This may be handled as part of an overall contract). Make sure they get some training! Assigning responsibility for tasks.
Facilities available at new site	what is already available what is required budget and equipment to meet the needs
Other resources required	budget required for hiring temporary staff, transportation, temporary packaging and conservation work. insurance for loss or damage during transportation formal contract with contractors carrying out the work with indemnities against loss or damage to records and setting out requirements when handling any personal or confidential information.

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