FILEforce

CULL AND ARCHIVE OF RECORDS

What do you do when you have not destroyed any records in OFF-SITE (or IN HOUSE) storage for some time.

FILEforce can review you current holdings and probably halve your

This process involves the inspection and sentencing of files that are to be reviewed.

NOTHING IS DESTROYED

WITHOUT YOU

SIGNING OFF ON IT FIRST

It ensures the client is involved in the important decisions regarding the destruction of records no longer required and is less involved in the archiving and retention of records, which FILEforce task using the standards required by International Standard (AS ISO15489) on Records Management and World’s Best Practice.

After 20 years of managing records and understanding the needs of small to medium entities, organisations and government; FILEforce has developed methodologies to create order out of chaos.  The FILEforce team looks at five groups of records. 

 Group One - Active Files

Private Enterprise

• The items needed to be kept, organised into either (a) client (b) case or (c) subject files so the client can find it.

• A database is created using a simple excel spreadsheet and the templates developed over the years for the client’s industry group.

• The files are put back into the housing so the client can find them.

• The database is put on the "share" drive of the client’s computer for all employees to access.

• Knowledge Management has now commenced.  

State and Local Government

• The stuff that needs to be kept. 

  • Administrative working files are not required as official files are inspected and ephemeral material (short term and no longer required) is culled.

  • These files are organised at the workstation or local cabinet for the officer to use in carrying out their administration duties.

  •  Official files have not been made up are identified and created in “official covers” and entered into the RMS or EDRMS systems used by the department or agency.  (Parlairs, RecFind or Trim)

• The files are put back into the housing so the client can find them.

• Knowledge Management has now commenced.  

Group Two - Archives

The items needed to be archived are compared against the Retention and Disposal Schedule FILEforce has developed for the client’s industry.  Queensland Government Departments - State Archives RSDS V2 applies - records are sorted by destruction date, packed into boxes, listed on the database and the boxes are ready to be sent to our facility or an offsite storage company.

Where an outside storage company is used the boxes are labelled with the appropriate barcode and this number registered as part of the database supplied or the departmental EDRMS.   

Group Three - Destruction

Those with known destruction authorities

These records are immediately placed in destruction bins ready for the client’s authorisation (below).

Those which require the client’s inspection

• These are placed aside and each day a session with the action officer is scheduled to discuss the destruction or retention of these records.  If they are to be retained group one applies.

• Documents for destruction are listed on an Excel Spreadsheet (or entered into your RDMS) to be supplied to the client together with the destruction authority.  When (and only when) the client has signed the authority - are the records actually destroyed.  The company destroying and certifying the destruction also signs this authority.

ADDITIONAL WORK WHICH MAY BE PERFORMED

Group Four - Technical and Reference Material 

Gathering the knowledge and resources of the company together by collecting your reference materials, reports, catalogues, samples and databases is done by creating a simple catalogue using an Excel database associated with the current file list.

Group Five - Customer Relationship Management

FILEforce works with the client in collecting their disparate lists of customers and mailing lists to a single CRM package to assist them in creating a reliable source of information about their customers existing and potential.

BACKUP

All Excel databases are retained on the FILEforce database on the secure server for the client to use if required.  This gives them a valuable off-site backup.

TRAINING

Any user training needed for the database and making up new file or file parts is provided prior to the task closure. 

SCANNING SERVICE

If you desire records to be scanned FILEforce provides a scanning service if required.