Recently, one of our clients got in touch because they needed to repurpose the offices that had been used to hold all of their historic documents and archived files and they needed help clearing all their old folders and documents to a new, secure location.
The challenge
Moving such a large amount of files/folders to a new location can be an overwhelming task, especially when you have to deal with the clearance of archived documents. This was the situation a new client found themselves in when they approached LSR Storage for assistance in clearing all their documents from offices that were no longer in use or needed.
Needless to say, our client had several concerns.
Firstly, they had over 800 boxes worth of loose documents and folders that were just loosely stored on racks and not in boxes. These folders were all located throughout various rooms on the third floor, with no lift access to transport them to the exit.
Secondly, the client had stored all of their archive documents on shelves with very little information or document details listed on the side of the racking making it difficult to identify the contents of each file. On top of this, there was also the risk of damage to the documents during transit.
The Document Storage Solution
Firstly, we sent in a team to clear the files at our client’s location. This took a total of four days. The files were loaded into our secure plastic travel containers and onto vans and transported to our document storage facility in a much timelier manner than they would have managed themselves.
It was vital we put the files onto a database cataloguing the files and re-boxing all the files inside new archive boxes. Some files were in small, damaged boxes so these were replaced with new ones, providing more robust and secure protection of the contents. Each box was named, numbered and a list of contents provided in each and every box. A complete database was emailed over to the client for ease of reference and a Box Destruction Date was added for when the box contents meet the end of their retention period.
The Importance of Document Storage
This case study highlights the importance of proper document management and that’s where we excel. At LSR Storage, our expertise in this field allowed our client to successfully clear their documents from their building and securely store them, ensuring that the documents remain protected and easily accessible when needed. We want you to feel safe in the knowledge that your documents are safe so if you do have any questions, feel free to get in touch with any questions you may have – or get a free, no obligation quote
