Ramco-Gershenson

A SYSTEC records management consultant took charge of planning and implementing the file relocation and redesign of the company’s central filing system. The first recommendation included designing a numeric labelling system that corresponded with the property management database. The consultant also recommended a document management and bar code software system that would provide the ability to track the location of records as well as manage retention schedules for inactive files. They also suggested a high-density mobile storage system to maximize current and future filing capacity. The relocation team mapped the location of records in the old building, moved designated files to inactive storage and packed and transported active files to the new location. An on-site team transferred documents from the old top-tab files into new sidetab Red Wallet folders – which incorporated new numeric labels corresponding to the property database – loaded the new mobile storage system and conducted a final inventory. Each file number and location was then entered into document management software. The result was an efficient, space-saving, well-organized file room that increased productivity and accountability while reducing the risk of regulatory non-compliance.