Filing & Storage Audits

Ideally undertaken prior to office refurbishment or relocation, these audits are essential to establishing actual filing and storage requirements for an organisation. Space Smart provides a thorough measurement and recording of all volumes and types of material including paper-based records, stationery, equipment, and specialist requirements. These items are classified into various locations, dependant upon access needs.
The Space Smart audit establishes a template to accommodate current needs and future growth. It also provides a frame work for the creation of work areas that enable information to be housed in relation to the degree of access from individuals. The audit also identifies the best way to extract maximum storage efficiency from available floor space.

Records Management Consulting

This service incorporates all functions of the Filing & Storage Audit plus examines Records Management practices within the organisation.
Programmed interviews and research is carried out to investigate the current performance of record keeping systems. Outcomes typically include: the development of indexing and classification systems, policy and procedure manuals, retention and disposal schedules, conversion to new filing and storage formats, technology opportunities and implementation, and change management implications that will need to be communicated.
Project management expertise is also available to ensure smooth transition to any new systems with appropriate training and development of client staff.

Implementation Management

We are able to project manage the implementation of recommendations made from the consultancy if required as part of the project. Our primary goal is to initiate and maintain focus on desired project outcomes.

Space Smart offers:

- Preparation of the implementation program
- Staff training
- Provision of temporary project staff
- Managing culling and archive functions
- Managing the file conversion process (incl. options for use of technology)
- Assistance with procurement of file covers, labels, and other consumables
- Assistance with the preparation of policy & procedures for records management
- Establishing retention schedules
- Investigating secondary storage options
- Change management and communications assistance for new systems

Ongoing Specialist Services:

Space Smart has developed a number of services to ensure that systems once implemented, are maintained with their integrity intact. Clients find this particularly useful in protecting the value of their storage system assets and ensuring work practices are aligned with the new storage environment. In addition, it provides an evaluation and feedback loop that encourages teamwork and ongoing collaboration in relation to the evolution of new working environments and how they interact with storage needs.

Space Smart offers:

- Preparation of the implementation program.
- Staff training.
- Provision of temporary project staff.
- Managing culling and archive functions.
- Managing the file conversion process.
- Assistance with procurement of file covers, labels, and other consumables.
- Assist in the preparation of policy & procedures for records management.
- Establishing retention schedules.
- Investigating secondary storage options.
- Change management assistance for new systems.

Ongoing Specialist Services

Space Smart has developed a number of services to ensure that systems once implemented, are maintained with their integrity intact. Clients find this particularly useful in protecting the value of their storage system assets and ensuring work practices are aligned with the new storage environment. In addition, it provides an evaluation and feedback loop that encourages teamwork and ongoing collaboration in relation to the evolution of new working environments and how they interact with storage needs.

Relocation Management

The Relocation Management service offered by Space Smart is specifically tailored to each project based on the overall project requirements and time line.

Services offered include:

- Development of a relocation strategy.
- Establishment of the project team structure and meeting schedules.
- Incorporation of all IT aspects of the project into the relocation strategy.
- Supply of clear Communication guidelines and advice.
- Conduct a Basic Storage/Filing GAP Analysis.
- Recommendations for clean up/archiving procedures.
- Provision of the Removal Scope of Work.
- Tender the physical relocation and appoint removal contractor.
- Supervision of the physical relocation.
- Development of Day 1 Assistance Procedures.
- Assistance with the disposal of surplus assets.