Move Management

MOVE MANAGEMENT

Moving any type of file system in proper sequence with minimal disruption is crucial during a time of transition.  WHC can manage your move project from start to finish relieving your staff of the stress of lost files or costly delays.  You can be assured of an organized professional move with efficiency and integrity.

  1. Extensive scope and survey of records
  2. Complete project management coordination
  3. Shrink-wrapping for protection and security during transport
  4. Inventory of items and their location in the process
  5. File sequence verification
  6. Quality control audit of all items moved and re-filed
  7. File distribution plan and map for placement based in new storage system for  growth capacity
  8. Evening and/or weekend moves to minimize day-to-day business disruption

We have moved all types of media from records, x-rays, books, boxes, video tapes, and specialized artwork/document collection for healthcare, state & county government, banks, law firms, corporations, colleges/universities, and libraries.

CONVERSION SERVICES

Conversion services may be necessary for your records when you change from a drawer-based filing system to an open-shelf storage system.  WHC can manage your records conversion project while minimizing interruptions to your daily operations.  You can reduce the administrative headaches by outsourcing this time-consuming process to our specialists.

The conversion process will include sorting, validating and filing of records as well as designing, printing, and attaching labels.  We would use your database to generate new color-coded labels based on your specifications and needs.

  1. Color-coded label system to improve filing accuracy and efficiency
  2. File document transfers from top-tab to side-tab folders for file name visibility
  3. Re-sort and re-file from alphabetical to numeric (terminal digit if applicable) filing system
  4. Bar codes labels/RFID tags for tracking to better control records and quicker retrieval to reduce cost
  5. Consolidation and merging of multiple records systems into one centralized system after acquisitions
  6. Development of file inventory/database if not available

Upon the completion of a file system conversion, we will discover file records not in the database and file records in the database that are not in the filing system.

The greatest benefit of a file conversion is a complete audit of the file inventory/database against the physical file records, not to mention better space utilization, improved accuracy & efficiency, and better records visibility.

We also provide other records management services such as records consultation, file system design, archive/purge services, imaging/scanning of documents, physical file inventory audits, and file relocations.