A lot of paper documents accumulate over time even in a small company. The transfer of information to the personal computers does not completely solve the problem, because many data must be stored on papers. If there is a need to move to another office, the main attention should be paid to the preparation and loading of documents. Otherwise, the company can face sufficient difficulties at a new place of work.
The company management should take into consideration the safety of the database, constituent documents and licenses. All permission documents should be duplicated by a notary. Before carrying out the transportation of the archive, place the certified materials for storage in a safe place. It is possible to put them in some safe place at responsible employee’s home. But it is more reliable to pass a package of especially important documents to the bank for temporary storage.
The stages of preparation can be divided into several parts. Let’s enumerate them in details, revealing the essence: First of all, it is necessary to compile one important document intended for use by the company’s staff. Include the list of papers to be delivered to your new job in it. Label the categories; write headlines, which will help employees to do error-free sorting.
As an example categories can be the “Client base”, “Tax reporting”, etc. After the papers are picked up by topics, the packing procedure begins. Firstly, place the documentation in folders, and pack several foldersinto the film. Try to sort according to the contents of documents, taking into account the specifics of the information. Now it’s time to go on with a larger package. Classically, the material for packing should be cardboard boxes. Put the wrapped folders inside of these boxes. Pay attention and use appropriately boxes that can withstand at least 20 kg. Any man can move such a baggage.
Preparation for the transportation of archives of large companies often requires heavy vehicles. When loading, the principle of palleting must be used. A large number of cardboard boxes must be installed on a pallet and then wrapped several times with a packing film.
During the preparatory procedures, do not forget to systematize the packs after the packaging of several folders in the film. You can mark them with a marker. Boxes with papers are also better to label, detailing their contents. Such an approach will avoid losses and confusion during loading and unloading. Make a list of all boxes and mark each of them when loading on transport. Do not forget to carefully pack and glue boxes. This must be done in order to prevent the boxes from opening during transportation. Do not save on sticky tape, get expensiveand qualitative ones. Glue the packaging in a warm room at a positive temperature.
Now we turn to the choice of vehicles. Small, medium-sized companies transport their archives in usual minivans. Bigger companies may need several minivan’s rides to deliver all important papers. It is not recommended to ship several times. Inevitably, the risk of losses increases. It is worth ordering a bigger truck that can immediately deliver all papers. It is much better and more reliable to load all the documentation into one truck.
How to avoid mistakes
It is quite difficult to remember all the mistakes. Let’s notice the most frequent blundersthat happen during transportation. First of all, these are attempts to deliver cabinets and tables along with documents, without taking them out and packaging.Thus, several problems appear at once: furniture becomes much heavier, it is more difficult to load; the risk of damage to interior items increases; morelikely to lose important for the company securities; the systematic approach is completely violated, you will have to spend weeks searching for necessary archival data.
After the transportation of the archive is completed, it is necessary to organize the systematization of materials. You do not need to unpack the boxes instantly, at first start to count them. Do you remember the paper that was made at the preparatory stage? Now it can help you. Check the number and the name of the cardboard boxes. After you have verified the existence of all boxes, you can startthe unpacking. The important thing is disassembling the folders. Let the specialists, who know this documentation well, disassemble the folders.
Of course, every company provides for the possibility of insurance for the goods with which it works. In this case, the situation is somewhat more complicated. Of course, it makes sense to insure the archive during transportation. But it is unlikely that you will be greatly pleased with the loss of important data. If the information is very important for business, and it is lost, the losses will be incommensurably more than the amount paid by the insurance company.In this case, you can insure in a different way, without saving on the delivery procedure. It is possible that it is worth thinking about hiring an armed guard to accompany the transport. Armored vehicles are also recommended to hire for precautionary measures. There are transport companies that deliver material values. They often get applications coming from large concerns for the transportation of the archive. We recommend that one of the leaders personally take part in the transportation, carrying with them in the folder the most important, confidential materials.
If you move your important documents and securities following the rules give in this article, you don’t have any losses and any other problems. Vitesse Moving & Transfer, Inc., can offer you affordable office moving. Our professional and trained movers are ready to help you with furniture assembly, packing and unpacking, truck loading and delivery, unpacking and other moving services.