We provide services for the relocation of document repositories and archival records from Administrative Departments, hospitals, and schools to centralized provincial or municipal archives.
These records and documents are of critical importance; they require varying levels of confidentiality and must be handled with the utmost care to ensure they are not lost, misplaced, or damaged – especially given that they have been in storage for long periods. The entire process – from intake, transport, and relocation to placement into new storage facilities and systematic reorganization according to established management and control protocols – demands the highest operational standards, which our company strictly enforces across its management systems.
Documents and records to be relocated include:
a. Those from administrative departments at all levels:
Specialized archival documents and records that have been classified, packed, and bound for storage.
b. Those from hospitals, medical facilities, healthcare centers, and disease prevention and control management centers at all levels:
Specialized archival documents and records that have been classified, packed, and bound for storage.
c. Those from educational management institutions, schools, and vocational training centers:
Specialized archival documents and records that have been classified, packed, and bound for storage.
Management and operational tasks include:
a. Surveying and Planning
• Site assessment: Evaluating the volume of documents and mapping the current warehouse layout.
• Route evaluation: Surveying terrain, access points, elevators, and transport distances between the existing and new facilities.
• Detailed planning: Developing a relocation roadmap, a project schedule, and contingency plans for potential risks (e.g., adverse weather or traffic incidents).
• Coding standards: Assigning codes and labels to manage document locations.
• Develop an optimal project budget for the client
b. Preparation and Packing
• Document classification: Sorting and organizing files by department, document type, or security classification.
• Packing: Placing documents into durable, moisture-resistant, and impact-proof standard cartons.
• Sealing and labeling: Applying identification/management codes; using specialized security seals for confidential documents.
• Equipment protection: Packing shelving systems and office machinery (if applicable).
c. Loading and Transportation
• Loading: Use forklifts and specialized carts to load document containers onto enclosed trucks (weatherproof and dustproof).
• Secure Transport: Documents are transported by an experienced team of drivers. For highly confidential materials, the service may include an escort vehicle or GPS tracking, allowing the client to monitor the shipment in real time.
• 24/7 escort throughout the entire relocation process to ensure the highest level of safety and security.
d. Organization at the New Facility
• Unloading and Distribution: Move document containers into the new facility and distribute them to designated zones (areas, shelving rows) according to a pre-established layout.
• Shelving Installation: Re-assemble storage shelving systems at the new facility (if shelving relocation services are included).
• Shelving Documents: Remove seals (under supervision) and organize files onto shelves, following the original sequence and coding system, or according to a new storage layout.
e. Final Inspection and Handover
• Verify the count against the inventory from the original location.
• Sign the handover protocol.
