Live Filing and Live File Services

Live files are files or documents that are seldom used but not classified as archived. This type of storage is used by firms who have large client bases and limited space e.g. financial sector, solicitors and accountants. Files are stored by file not by box and are recalled by file reference. This service frees both human resources and fixed assets for more profitable employment.

BRM are your outsource live filing services partners and will take over the management of files that are used on a day to day basis. This process involves the relocation of your filing system with the minimum of down-time, storage in purpose built live filing units and daily file recovery and return to the office base.

Because your files are bar coded and visible via the ‘See-It’ database, all the advantages of a fully computerised system are made to work to the full.

The advantages include:

• the ability to track files from store to desk and back to store

• rationalisation of live file to archive ratios – i.e. is a file really live or is it archive?

• accurate file life auditing to prevent holding material that can be destroyed

• comprehensive reporting by cost code, by file type, by destroy date or by any criterion

• meets compliance requirements for disaster recovery

The temptation to have ‘everything to hand’ is very expensive. To have income generating staff leaving their desks or under employed filing staff waiting for a file to be called is a drain on profitability. In practice, the staff employed can be reduced to a file co-ordinator who is responsible for co-ordinating the incoming and outgoing file requirements.   The co-ordinator can order using the ‘See-it’ database directly by using the dial in or through conventional fax or phone.

As our operatives are equipped with mobile computers and telephones, problems can be dealt with directly – there are no Account Managers between you and your live file store.

A total live file project may comprise of the following:

• uplift all files, clear shelving and other physical storage from site

• transfer all files to BRM live file store

• identify and barcode all files

• match with supplied database if in existence

• locate in live file area in mobile or static shelving

• build ‘See-it’ database

• draw and replace files as required to agreed service contract

• interleaf documents into files (saving total file movement)

• deliver files to door and collect where appropriate

• fine live file to a combination of archive and live file thus reducing cost

• destroy to agreed schedule

A typical project would be quoted on the basis of:

• free survey and risk assessment

• uplift files and clear floors transport

• file storage on the basis of ‘per metre per month’ , per file, per boxed file, or as required

• service charge for management of the store/archive

• delivery and collection

• scanning and interleaving documents back into files

Facilities available at Business Records Management can be reviewed here we serve solicitors, accountants, financial services companies, insurance companies and the financial sector.

To discuss a project please call Ian Woodcock  on 01733 405104 or Rob Cooper on 0800 074 7234 or please us this contact form to contact us. We also offer archive storage and live file delivery services.

Many questions about archive storage have been asked before – please visit our Frequently Asked Questions for answers.