Engaging with users to release files
The main problem with reducing on-floor filing is getting the users to agree with having their non-live filing sent off-site to archive. The reluctance of the users to release such files is a combination of wanting to have all their files within 'arms reach' and a lack of confidence in the retrieval process from archive.
This is where Filing Relocation comes to the fore. FR project managers become a very visible presence on-floor in the lead up to the move, in some cases up to a couple of months in advance. During this time they forge close working relationships with the users to the point that there is very little about the users filing that they don't get to know.
The Filing Relocation team then rebuilds confidence in the client's archiving system showing how correct data inputting is the key to good archiving.
The final part is to get the users to actually release files that don't need to be kept on-floor. All they have to do once they've decided what can go is literally point at the files and Filing Relocation does the rest.
Filing Relocation project managers are known throughout the industry for their skills in this area. In essence it's all about getting to know the users and gently negotiating with them to get files released so that eventually reduction targets can be hit.