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Will Here in Herts we have carried out quite a comprehensive office rationalisation from 52 offices to 3. As part of that we have reduced paper kept in offices from 23.8 Kilometres to 9.6 Kilometres. So an average of 60% reduction. The best reductions achieved, 86-92%,was when a team had their files back scanned. Broadly speaking the percentage reductions were obtained through the following; Archiving (moving to off-site storage) - 72% Scanning - 16% De-duplication and disposal of redundant information - 12% A key element not to forget in the whole storage equation is the storage of non record Items; Occupation Therapy equipment, presentation equipment for workshops, Education psychology test equipment, Toys, vast amounts of stationery and forms. Storage space allocation and cupboards We allocated all staff either a pedestal (always in staff) or a draw in a cabinet (Mostly in and out staff) ,all individually lockable. We used the KI cabinets 700 series. With this I would also go for the curved top as it stops staff using the top of the cupboard for storage. Team filing was mainly in times two (rotary cabinets) these too me are the most efficient system of storage for high retrieval offices. Basically they are two shelving cabinets back to back on a turnstile so you only have one open at any one time. We initially tried the mobile racking solutions but they are no good for high retrieval as you can only access 1 area of information at a time. Another element to the scanning side is also implementing an e post room, as if you do not put in place the paper builds up again and the office starts looking untidy. In regards of provision of storage for specific teams you will need to do a records audit to determine the likely needs of the units. As this will need to be passed onto the planners. However before starting that you need to get the project director to make it clear all units are expected to make a 50% or more reduction in files. This then makes it a lot easier when talking to the business unit manager that it is then their job to reduce paper and you are only along to help them and keep track of the reduction. It also makes it easy when you are doing the individual meetings as you initially ask them what they need to keep and then challenge them with the 50% rule. Note you do not need to keep to the 50% rule if there is a clear business need, but before you back down on this, go through the options of archiving (next day retrieval) back scanning, having links to on-line resources etc. If you are after any specific type of documents let me know and I will send on. Thanks Tony May Documents Manager Hertfordshire County Council Phone: 01992 556 729 Comnet 26729 For more information on Records management visit http://connect.hertscc.gov.uk/connect/knowledge/recordsmanage/?view=connect "Bell, Will" <[log in to unmask]> Sent by: The UK Records Management mailing list <[log in to unmask]> 27/03/2009 13:32 Please respond to "Bell, Will" <[log in to unmask]> To [log in to unmask] cc Subject Office Rationalisation in Local Authorities - Storage / Scanning / New Office Furniture and Current Filing Good afternoon all. I was hoping to gather some collective information from other public authorities that have been through office rationalization projects. (As you can see from the subject heading above there are a number of aspects for consideration!) Here at Cumbria we are embarking on a project entitled ?Better Places to Work? and I have been asked to look at the current practices relating to the management of records in the existing premises with a view to streamlining quantities of paper records which are to be relocated in new premises. I am particularly interested in hearing from other practitioners who may have implemented a project designed to identify material for disposal, encourage good records keeping practices and / or provide recommendations on storage space / office furniture to be utilized in ?rationalised? properties. Our project will also be looking at the identification of scanning technologies and adoption of electronic document management processes to minimize the need for paper storage in the future?.I am wondering how successful or otherwise this has proved to be. The project will identify work types and I wonder if storage availability should be allied to specific work types or to the number of staff using a building. I believe that some business units will generally produce more records than others and that some staff will be duty bound to provide ?secure? storage for certain record series. Perhaps it is an unworkable aspiration to prescribe storage needs without knowing the precise requirements of the staff concerned??. I look forward to learning from your experiences. Access to any project paperwork would be particularly useful. Sincerely, Will Bell Acting Assistant County Archivist (Records Management) Cumbria Archive Service - Records Management Service Cumbria Record Centre Ashley Street, Carlisle Cumbria CA2 7BD Tel: 01228 227279 / 221079 E-mail: [log in to unmask] This e-mail contains confidential information (which may also be legally privileged) and is intended solely for the use of the intended named recipient. 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