Public Services: The Issue - Space

This company had their own facility for storing their documentation. The process is managed by a team of staff, with daily deliveries and collections to each of their many offices across the City of London.

However, their facility has a capacity of 70,000 cartons and was quickly becoming full. It was therefore necessary to establish a relationship with an appropriate Records Management provider to complement their existing function.

The Solution

Crown’s proposal was to work with the customer to establish the less frequent moving boxes, as this would ensure the customer’s costs on service remained low.

The capture of information pertaining to each item was agreed, to guarantee a flexible yet robust inventory. In turn, this makes provisions for recharging of storage costs to individual costs centers, should the need arise in the future.

Specific management information was also agreed and implemented to highlight high activity items, to identify possible changes to the items in storage to continue driving through cost efficiencies.

The initial project was completed within the exact timescales, as all parameters were established before the first box was moved. Both teams (Crown’s and the customer’s) worked very closely before and during the project including all project plans. The huge success of this was testament to the clearly defined responsibilities set out during this preparation exercise.

The Service

The service is on a request only basis (although the frequency is almost daily) whereby specific parameters have been set to ensure that our vehicle arrives at the customer’s data center well before their vehicle set off to provide the service to their offices.

The management information provided by Crown, allows the customer to establish what items have not been returned and which cost centers and even individual items are the highest service users.

With the ‘bolt on’ storage capacity available with Crown, the service is constantly monitored and we continue to work with the customer to ensure that, as their data center reaches full capacity, Crown can quickly react and undertake an additional transfer project.

Real Benefits

The most apparent benefit is that our Customer has not had to invest in any new land, property or facilities to enable them to comply with document retention legislations.

The high levels of service provided by Crown guarantees that their end users are unaware that their documents are held externally and, because of these made to order services, they can retrieve their documents within the timescales that they have always enjoyed.