File and records moving in Reno and Sparks

Records are the part of an office move that cannot be replaced. A lost box of closed matters or payroll folders costs hours to rebuild, if it can be rebuilt at all. A records move keeps a count, a label and an order for every box, so the shelf at the new location matches the shelf at the old one.

What a records move involves

A records move starts with a count. Your staff number the boxes and write a short description on each. The crew checks the count at pickup, carries the boxes out on carts and dollies, and checks again at delivery. If the files go to a file room, they are shelved in the order on your list. If they go to storage, they are shelved in the Sparks warehouse with a matching list.

Moves can include lateral file cabinets, rolling shelves and map files as well as boxes.

• Banker boxes and file cartons
• Lateral and vertical cabinets
• Rolling shelves and map files
• Delivery to a new file room or into storage

Preparing your files

1. Weed out what your retention schedule says may be destroyed.
2. Number each box and write the department and date range on two sides.
3. Create a list of box numbers and contents.
4. Give the crew the list at pickup and keep a copy.
5. Check the count at delivery against the list.

Retention and the law

How long you keep records is set by law and by your own policy. The IRS recordkeeping page explains the periods for tax records, and the National Archives offers records management guidance. Retention periods come from law and your own policy, so ask your accountant or attorney before you decide what to move. See business records storage basics.

Confidential material

Personnel, client and patient files may carry confidentiality duties. Tell the estimator which boxes need extra care so the plan names who may handle and sign for them. Keep the box list itself in a secure place.

Move, store or both

Records can go straight into a new office or wait in the warehouse. For long-term holding see file and records storage. For the rest of the office, see office moving. Call 775-359-6683 to discuss quantities and dates.