Case studies for Archive Storage and Live Filing services from Business Records Management

Live Filing Case History –  Solicitors

Storage of documents presented a major logistical problem for the firm. The demands on floor space and human resource of a 300,000 strong file base across eleven buildings were high, particularly as the different legal practices that made up the group prior to merger had operated different filing procedures. The result was that a proportion of records was computerised with the remainder maintained using a manual system.

The decision to out-source document storage to a service provider was not taken lightly. Fee earners needed to be convinced that a third party could be trusted to look after valuable documents and return them without delay as further matters arose. The firm needed a partner who could make full use of advanced technology to conduct a ‘once and for all’ clean up of the filing systems and a demonstration that moving the records to an external store did not mean loss of control.

After a competitive selection process Business Records Management a division of Big Web Warehouse Ltd, Peterborough was appointed to care for the firm’s records. It became clear to the firm’s selection team that BRM would invest considerable resources in building the necessary trust and proving systems before relocating the archive.

BRM worked closely with the firm’s key management team to map out a critical path. The path would involve four phases - analysis of the current filing systems and methods, virtual trial, actual trial and archive relocation.

When the existing systems were analysed, BRM created a parallel computerised filing system using ‘See-It’, BRM’s own bar code driven on-line document storage software, and ran a test period for the firm to virtually store and access files. This enabled filing personnel to become familiar with logging on, viewing and requesting files. As part of the test, bar coded envelopes or ‘virtual files’ were delivered each morning in response to automated requests and completed virtual matters were collected. The virtual files were bar coded and entered onto the system so they could be viewed by the firm’s filing team and requested the following day.

This test was followed by a run using a limited number of closed matters. the firm’s data processing department provided BRM with numerical file data that could be used to identify the files in the database and the physical files were collected from Northampton and Cambridge. On reception at Peterborough the files were bar coded prior to storage in mobile racking. The operational procedures were checked and revised until a successful outcome was agreed.

To complete the testing phase, a limited number of live files were transferred to BRM and ‘real-time’ deliveries and collections were undertaken every day to build trust with workgroups and the firm’s management. During this period, files were delivered back to offices either in the normal course of business or in simulated ’emergencies’.

The trials demonstrated that the BRM systems worked, that deliveries and collections could be relied upon and that documents could be stored off-site without loss of control. This enabled the instruction to be given for BRM to collect over 30 articulated lorry loads of boxed files and enter them into their systems. Each file was given a bar code and checked against supplied data. The process was completed in the set time scale and the service interruption experienced by the firm’s fee earners was minimal.

 The firm’s representative commented,

 “Storage of large volumes of live and closed matters in our offices presented a considerable logistical problem and limited the firm’s ability to use resources efficiently. Storage off-site with a service provider unified our filing systems, released a large amount of space and improved our internal services. Our primary concern was that our service to clients should not be impaired during the process. Our chosen service provider was able to meet that concern.”

Archive Box Uplift and Removal from Financial Services Customer Premises

BRM representative surveyed the archive which was located in the upper story of an ageing building with very poor access and no lifts or stairwells suitable for large scale removals of multiple archive boxes. After risk assessment and in consultation with the customer, the building owner and the local council, BRM received permission to close a side street for three days and to place a motorised conveyor at upper level window. The conveyor carried the boxes to the back of waiting lorries. On the lorry they were bar coded and packed onto pallets. The vehicle took the pallets to the store where the boxes were scanned directly into the waiting bays and the data uploaded to the See-It system. The entire archive of several thousand boxes was indexed and available for the customer to see online within one week of the uplift. The cost of the uplift, coding and relocation was minimal due the the efficient 'lateral thought' approach to the project. The uplift was completed within the schedule allowed in the service contract.

Archive Boxes removed for Book Retailer

A large Bookstore realised that their archive needs had grown too big for their current suppliers (a removals company). There were boxes in containers, in buildings used for removals storage, in fact anywhere where there was a hole. In addition to that there was no logical sequence of storing boxes, no indexing procedure…nothing, consequently retrieving a box took an eternity as someone had to go through all boxes to find the right one, the boxes were also starting to deteriorate due to over stacking, constant movements etc. 

The solution - BRM sent in a team from its archive dept, the team catalogued and indexed each box with bar coded labels, arranged for lifting equipment and articulated lorries to transport all the boxes to its own archive facility where each box was scanned into a location ready for an immediate retrieval if required. Not only did the customer manage to achieve cost savings but they now have an archive store that truly manages their archive.