Make the Most Out of Your Next Move: File Relocation & Management

Make the Most Out of Your Next Move- Manage Your Files-01

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Office and industrial relocations require extra planning, preparations, and logistics services. Often, the relocation of bulky, expensive equipment and sensitive information comes into play and requires additional vendors and coordination. When it comes to archive and file relocation, experience and a streamlined process can make all the difference.

If you have cabinets full of files, a library of archival records, or a storage room full of medical records, we encourage you to take advantage of our file relocation services to help make your move more seamless. 

Moving files and cabinets can be tedious and time-consuming, so why not outsource the task to the experts? 

Ellefson Transportation Group offers a full range of records management services, including file relocation services and bulk shredding, which are a great complement to many office moves. Here are a few ways we can help.

Simplify Your File Relocation

Whether you are moving a few large filing cabinets or an entire file room, it’s important to have a plan in place to get your records from one place to another in an orderly fashion. 

Our file transfer services are easy to use and take all the heavy lifting out of the process. Throughout our 50+ years in the industry, we have worked to develop a seamless process to get your records from your point A to point B with minimal stress and without tons of reorganization once you arrive at your new office. 

Files are loaded onto our carts in order of your current filing system, labeled, and then shrink-wrapped to keep everything in place during transport. Once we arrive at your new office, we work to help refile your records so you’re up and running as soon as possible. 

You can read more about the process here.

As you’re planning your office move, preparation is key. If you’re looking for more tips to make your office relocation a success, look no further! Check out our Office & Industrial Relocation resources!

How It Works:
- Carts loaded in filing order
- Carts labeled based on storage location
- Carts shrink wrapped for safe transport
- Files are unloaded and refiled at your new facility

ADSI Moving Systems 706-793-0186

Records Storage 

If you’re making the move to a new office, this is the perfect opportunity to assess and right-size your space, and this includes on-site storage space as well. 

Start with your records. Sort through all your records and determine what needs to come into the new space, and what doesn’t. Consider retention schedules as well as how frequently you need to access the files you have on hand. 

If file access is rare, consider minimizing on-site storage space and outsourcing your records storage to a local partner like Augusta Data Storage. Here’s a snapshot of just a few of the benefits of outsourced records management.

Ease of Access

Reduce the amount of time spent on searching for documents. Our records management system allows you to know exactly where your documents are at all times.

Improved Organization

Our storage service can provide you with a retention schedule. This is a schedule that informs you of when your documents may be disposed of according to any applicable federal laws.

Filing System

We work to eliminate storing duplicates, reducing storage needs and consequential costs.

Records Purging

A move is a great time to comb through your records, review retention schedules, and pare down all that paper. As a part of our file relocation processes, we often recommend a pre-move records purge

We make the process simple by delivering secure shred bins to your facility a couple of weeks ahead of your move to give you time to sort through documents and set aside items for shredding. Our containers are locked and at the completion of your purge project, you will receive a certificate of destruction as proof of secure disposal of your outdated records.

How Long Should Records Be Kept?

If you have many records and aren’t sure which to save and which to shred, here are some rough guidelines for the types of documents recommended for destruction after a specific retention period (Note: These are just rough guidelines – For specific advice, consult your companies records management guidelines or compliance professionals): 

Immediately

  • Sales receipts
  • Paid utility bills
  • Credit offers
  • Cancelled checks

After 1 Year:

  • Pay stubs
  • Bank statements
  • Paid / undisputed medical bills

After 7 Years

  • Tax receipts
  • Tax-related cancelled checks
  • W-2’s
  • Records for tax deductions taken

Never Destroy

  • Birth certificate / Social security cards
  • Tax returns
  • Citizenship papers

Records Management 

Looking for an all-in-one records management partner? Augusta Data Storage offers intricate records management solutions designed to provide seamless secure storage solutions, retention management, and certified destruction. 

Our processes are designed to meet applicable federal legislation including FACTA and HIPAA, with the goal of making managing your records easier. 

Get Started Today!

If your upcoming office move requires the relocation of records, files, archives, or libraries, our team is here to help. We’ve streamlined the process and coupled it together with additional services to help minimize startup times as you transition into your new office. Ready to book your move? Contact one of our relocation experts today.

GET A FREE MOVING TIMELINE GUIDE Get your guide today and start developing your moving timeline.

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