Re-organisation Solutions

Civica has vast experience in re-organising Filing Systems. Sometimes, this may involve merging several different systems into one, for example, when branch offices are closed and their records need to be absorbed at a Head Office. This can be extremely complicated, as often the index structures used in the sub-offices may be different and thus require standardisation. On the other hand, some organisations require the reverse process, ie. the de-merging of a large, central filing system and relocating it to a series of sub-offices.

There are many different re-organisation type services that can be provided by Civica covering any aspect of Records Management, for example:

  • File Conversion - converting old systems into new colour-coded folders and loading them into new, high-density storage
  • Interfiling - Filing back-logged loose documentation into a filing system
  • Auditing - Checking files actually held with computer records of what files there should be
  • Inventory checking - Cataloguing records held and creating a database for future client use
  • Transition to Archive - Boxing up Teams can be provided to clear Filing Rooms in a controlled process whereby records are barcoded and scanned into barcoded archive boxes for transition to archive, leaving the client with a fully retrievable archive and clear office space
  • Document Classification - Sometimes clients have files which are unstructured but require sorting into Document types, HR files being a good example of this. We offer the service of sorting filed documents into pre-agreed types and re-filing so that clients have a properly structured system as a result
  • Office Clearance - When relocating or downsizing, the offices that are no longer required need to be emptied. Civica can take care of this for you. Once the location in question has been vacated, we can send in a team to arrange and carry out the removal and disposal of all the unwanted items left behind

Civica has the capability to put a Project Team into your organisation to carry out these and many other tasks, enabling you to outsource the whole process to a knowledgeable and reliable service provider.