Moving paper archives: order and confidentiality

Separate reordering and transfer

Before the packing establish which documents move and who can decide any exclusions. The day of the retreat is not the right time to choose franticly what to store. The decisions on conservation and possible elimination are the responsibility of the organization.

Works on a portion of archive at a time, keeping a reference to the original location. If a file is consulted during the preparation, register the withdrawal and return to not consider it incorrectly missing.

Create a match between shelves and necks

Enter a code to each group and number it in sequence. The internal list must indicate where to relocate it in the new headquarters. Do not fill boxes by mixing different shelves only to use the remaining space.

Paper and bonnets can become heavy quickly: choose suitable containers and a movable amount. The box must be closed and recognizable, without deforming or forcing improvised reinforcements after the archive has already been removed from the shelves.

Use essential external labels

On the packages it indicates codes and destination, leaving the details of the files in the company’s controlled list. Customer names, practices or other confidential data are not required to locate the exhaust room.

Agree who can access the list and how the containers are handled while waiting. Organizational measures must be consistent with the internal procedures and with the indications of the competent managers, without assuming that a simple generic label solves every need for confidentiality.

Prepare the shelves of the new home

Before arrival, check that the planned structures are available and suitable for the load to be arranged. The relocation sequence should be defined on the plant of the archive. If some shelves need to be mounted, enter this task before opening the boxes concerned.

Avoid occupying with closed necks all the space necessary to work. An area of reception and accommodation, clearly identified, help maintain legible flow without accumulating files on passages.

Check completeness and consultation

The final control must compare the number of packages, position and groups. For a file searched during the transfer, you need to know which box is in and if that box has been delivered. The DUDA requires quantity, access, shelving and consultation priorities. The logistic service can be organized around these needs, keeping in mind the company the management of the content and the authorizations of access.