Case Studies

• Records Management Case Studies

   

Examples of records management projects include:

 

A financial institution where nearly 6,000 linear metres were audited and a reduction of 54% achieved.  Given the time pressured environment and pace at which trading floors operate, the MovePlan team were vital to the success of implementing the reduction strategy.  MovePlan undertook an initial audit, prepared a Summary Report and outlined potential reduction targets. Once agreed, MovePlan developed relationships within the departments and provided practical assistance to clear and archive surplus filing.  MovePlan also developed a Filing Reduction Methodology which was subsequently implemented throughout all of the client’s sites in the UK and Ireland. 

 

At one government department we audited 20,000 linear metres of filing and through our file reduction programme; this was reduced by 70%.  A large proportion of the Department’s filing was stored in underground vaults and passageways, requiring a thorough and meticulous approach to ensure that all areas were captured. MovePlan devised, promoted and ran Filing and Storage Workshops in order to secure staff understanding, which co-ordinated with the launch of the Council’s own off-site storage facility.

 

A legal partnership where approximately 5,200 linear metres of filing was reduced to 3,500 over a six month period.  Meetings were arranged with each fee earner and the support staff to review their filing requirements and processes. Ownership was recorded and a recommendations report for file reduction was then presented to the partners.  MovePlan worked with the in-house archivists on the reduction programme, monitoring and reporting on progress over the ensuing months. A key element to the success of the project was the motivation and advice provided by MovePlan during the implementation phase. 

 

Filing space in the new premises was allocated for each fee earner for the files identified, ensuring that the appropriate file media was available and files were relocated to the most suitable site – i.e. within the fee earner’s office, or with their support team.  By putting sequential packing arrangements for the physical move in place (taking the library and deeds room into particular consideration) and by liaison with the furniture suppliers on the internal configuration details for each cabinet, a seamless relocation of documentation was achieved.

 

A semi-state body where a comprehensive Records Management Survey was undertaken which identified some 6,300 linear metres of filing to be relocated.  Through our departmental interviews and interviews with other key players, we undertook a review of the current archiving procedures and processes.   MovePlan launched a company-wide Implementation Programme, which included the launch of updated archiving, retention and destruction procedures and policies, a comprehensive communications programme and weekly cleardown days.  Despite reluctance from some of the staff, an overall reduction of 45% (up to 70% in some areas) was achieved through this programme, thus allowing not only for current filing to be accommodated in the new location, but to provide room for future expansion.  MovePlan also provided advice on furniture specification and the use of High Density storage rooms. 

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