Challenge

Johnsons recently carried out a successful record and file management and consolidation for North Cumbria University NHS Foundation Trust. The move included:

Removal of 36 personnel from original locations with a standard zero downtime for office personnel. This included all personal effects, desktop IT and filing

Pack, secure, transport and unpack the contents of the medical records filing system from original locations retaining the original ‘Terminal Digit Filing’ cataloguing system at the new location

Supply security sealed crates

Provide a live track and trace system whilst effects were in transport to ensure that in case of a medical emergency an individual record can be located quickly and efficiently

Pack, move and unpack all IT

Move a limited amount of existing ancillary furniture

Provide move support to attend the new building following each phase of the move for snagging and overall assistance

Solution

Our Head of Projects and the Move Manager for the project attended a meeting to discuss proposed arrangements for the move with representatives from all parties concerned. At the meeting we discussed the project programme and presented NCUH with a fully integrated project solution for the move, a detailed phasing plan and ongoing reporting solutions. At this meeting, we also agreed an appropriate colour coding system with NCUH for which we provided labels one month prior to the commencement of the relocations.

The three phase project took place outside of normal working hours to mitigate the risk in relocating the records. The phases were split as such:

Phase I – Staff and associated equipment, incl. furniture and IT from CIC.

Phase II – Approximately 191,370 paper records at CIC – 3,500 linear metres of records.

Phase III – Approximately 162,100 paper records at WCH – 3,100 linear metres of records.