In an effort to reduce filing space, the RoW Unit at HCC became one of the first unit to embrace the new Company policy to reduce their requirement for floor space by archiving documents.
Complex tags were given to the documents
and files in order to save them for the needed/recommended amount of years
and then either be disposed of or - if documents required so - to be kept
‘ad infinitum’.
The system had also to be compatible with the new digitised archiving
system in order to make the process of retrieving, disposing (when the
correct number of years had expired) and returning boxes as easy and efficient
as possible.
Office Decluttering worked closely with all management and staff in RoW on how best to achieve this big goal and with the Record Management Service on the archiving side
Over 24 months (non continuous) Office Decluttering has:
- Archived 164 boxes of files and records
- Recycled and safely shredded umpteen sacks of paper
- Created and recorded in excess of 1000 folders
- Created extensive xls files to easily access and check what was archived to be able to request/call back up from Archive quickly
- Scanned documents to publish on company web to comply with directives to supply public with ready accessible information
- Scanned documents in order to create a digitised record system to help when working offsite
The Company has embraced the new policy of hot-desking, and therefore reduced department floor space and number of desks in each department. This will require finding solutions for excess papers/files on current desks. And having come to near completion of the original task, Office Decluttering has been asked to help in this 2nd phase of the project.
