The following study illustrates the implementation of an inventive method for handling physical documents while simultaneously assisting the client in fulfilling national records regulations.

Hard copy records remain a crucial aspect of corporate information governance strategies, particularly for large multinational companies. This case study shows that the traditional difficulties associated with maintaining hard copy records, such as excessive retention and non-defensible disposal, as well as the financial and legal ramifications, can now be more easily managed. We will begin by describing the situation faced by one records management group, the overarching approach used to prioritize and organize their records inventory, and how a technology-based process effectively addressed the unique challenges at a reasonable cost.

Although paper documents are still a significant part of many global records management systems, they can present certain business difficulties that are relatively easy to understand. Many organizations struggle to determine the relevance and importance of large quantities of paper documents when faced with regulatory and legal requirements.

The team in charge of the project decided to conduct an examination of the document storage facility, during which they will physically inspect it and gather any relevant information regarding the move that is available within the institution.

Based on the evaluation, two significant characteristics of the document store were identified: 

1. The majority of the binders and other documents had appropriate labels on the binder spine or on the first page of a document packet.

2. The placement of the binders on specific racks, shelves, and trailers provided insight into the content of the binders.

The Records team, utilizing the provided information, devised a plan that effectively managed the majority of the necessary document and record transfers while also establishing a clear and cost-efficient records inventory compared to alternative options.

1. Index racks: The index at the rack level included details such as department, document type, and date. The team employed a coding system to correlate the physical location of the shelves with the trailers. The project team began by constructing an index that pinpointed the information pertaining to each rack level. This index served as the foundation for recording the initial physical location and supplied data that could be utilized to deduce the contents of the binders on each rack.

2. Apply barcodes to each binder: The team produced a collection of tailored barcode stickers specifically for labeling binders. The barcode sequence on each sticker includes the trailer number in which the binder is located. These barcode labels were then applied to the spines of the binders. Each binder was assigned a unique barcode number and the team conducted a visual examination to verify the correct order and detect any abnormalities.

3. Smartphone image capture: After each binder in the population was indexed, the team members from Cloudseed used smartphones to capture images of each binder. By storing images in the cloud, the Cloudseed team located remotely was able to carry out regular quality control checks. This included ensuring that the sequence was preserved, double-checking that barcode indexes matched the image's file name, and verifying that the images were being properly saved and synced.

4. Prepare review database: The establishment of an offsite review location was aimed at boosting efficiency and cutting expenses. The team working at this location created the index by merging various data sources that had been gathered. The team at Cloudseed organized the metadata from the captured images into a load file format that was compatible with the necessary fields, including information about the rack. This allowed the data to be processed into a review platform using standard discovery procedures, which included validation and quality control (QC). Within this platform, the team can view the images using a program that has the capability to detect barcodes within the captured images.

5. Manual review of images: A group of contract attorneys, known as the review team, examined the documents on the review platform, verified the metadata fields, and compared the image of the binder label. Lastly, the review team examined any pictures that had incomplete metadata. They filled in these fields using the information found in the binder's pictures.

6. Move binders to storage: Once the index was finished, the corporation set a moving date after the information and images for each binder had been recorded and verified. Once all necessary preparations were completed, the company carefully packed binders into labeled and barcoded boxes. These boxes were then efficiently transported to their designated locations.

This case study details the implementation of a unique method for handling physical documents while also assisting the client in fulfilling local records regulations. It is important to note that the approach outlined in this specific business scenario may not be suitable for all instances of hard copy records management. Each situation should be evaluated on a case-by-case basis before determining the most appropriate course of action. However, with advancements in technology, records management professionals should consider exploring the potential benefits of incorporating technology into their processes for improved records maintenance.