Are you prepared for the walk-up cleanout request? What do you collect to design a good Records Cleanout project?
Getting a “before” picture is what we forget or rush through too quickly. This post shows you what to do.
We just completed a 2-year project touring GSA’s 10 regional offices. Here is what we learned from digging our way through 68 closets, file rooms, libraries, and storage closets.
Does this sound familiar?
“I need help with a “records management” project.”
I’m willing to bet it’s thinly-disguised cleanout project that this person either wants to outsource to you, doesn’t want the responsibility for making decisions, or simply wants the space cleaned out.
Are you ready for this encounter?
This is the Walk-Thru stage of a Records cleanout project – creating the “Before” picure. The scope, timing, urgency, and agency value will come to light in this stage, so best buckle down and gather the info.
A walk-thru is a key activity for gathering information needed for a successful RIM project.
When You Get the Cleanout Request
1. Set up a time to tour the space with the requester. Do it now, if possible. If not now, let the requester make the appointment.
2. Have a checklist ready for the needed information (Here’s one for you to modify)
3. Listen for success markers: Space, Money, Time to locate, Aggravation, Peace of Mind. Understand the requester’s metric for success
When Touring the Space
4. Take pictures. Stand at one wall and shoot the opposite wall. Get all flat walls.
5. Identify the type of records found in this space (contract files, drawings, invoices, budgets, audiovisual materials)
6. Identify “Non-record material” (office supplies, furniture, holiday and party supplies, equipment)
7. Draw a floorplan – Nothing fancy. Just draw the plan, any furniture (file cabinets, shelves, boxes)
* Get the space dimensions, and, if possible, the square footage of the space in question (measure it yourself, if not possible)
8. Evaluate the Content Value
Is the non-record content of value, or are the records important (permanent or long-term interest), if of low value, consider steps to process that content (throw out, shred, sell, remove to other space)
9. Estimate the space used
10. Listen for concerns or issues that may come up, especially from people closer to the issue
* (Hoarding, approval process for disposables, PII, “Sensitive information protections,” access issues)
After Touring the Space
11. Compile and verify the information collected
12. Discuss with colleagues and boss for similar, if any, project
13. Make a decision.
14. Note the decision and date it at the bottom of your checklist.
Make clear “before” pictures of that cleanout request and you will have enough for a well-designed project.
Even if the cleanout request doesn’t pan out into a RIM project, it’s best to document what is there. Trust me, you may turn this project down this year, but somebody else will decide next year, or 5 years from now that this would be a good “records management” project for you. Best to be prepared and save yourself collection time in the future.