SWAT and STOR

Have you ever wanted to come to work dressed as a Ninja? We can help!

Filecorp and its strategic alliance partner RIM (Records and Information Management Limited) is a provider of records and information management solutions in New Zealand. RIM specialises in helping businesses of all sizes implement information management strategies that are in tune with today’s drive towards knowledge management. We help companies create functional and efficient recordkeeping frameworks including classification (file) structures, disposal rules, policies and procedures, providing maximum access to corporate information resources, assisting with the implementation of electronic solutions and ensuring compliance with legislative and operational requirements.

RIM have developed the following programs to assist organisations manage their records effectively:

S.W.A.T. (Store, Waste, Archive, Trash) and S.T.O.R. (Simple Transfer of Records)

The S.W.A.T. process has been developed for companies that have identified that they require a reduction in the amount of "stuff" they retain within their business. Originally developed in conjunction with Vodafone, S.W.A.T. was created as the company wished to work in a more mobile manner. This was timed with the preparation for their move to a new building and allowed them to purchase significantly less storage units, thereby not overfilling the space they were currently creating.

The purpose of a S.W.A.T. session is to provide a fun and interactive way to gain buy-in to the new way your company wants to work, i.e. in a more streamlined, less paper intensive way. At the same time this process provides a call to action, making sure your team actually goes through all their records and ‘stuff’, making decisions based on present guidelines as to what can be archived off-site, disposed of, or be retained on-site. We have seen reductions of up to 75% in other companies for whom we have run this process.

The sessions follow on from a series of consultations that allow us to develop and change your team’s current process so that in future they do not build up the same amount of ‘stuff’ or continue to retain records that could otherwise be archived.

The second session is called S.T.O.R. and allows us to come back to ensure that staff are now all working within the new processes, maintaining the new retention and archiving processes. We also quantify how much is left following the S.W.A.T. process – a great tool for your business if you need to plan for removalists in the near future.  Filecorp then converts all your team’s personal records into new filing systems and assists further S.W.A.T. staff members who may have missed out first time round.

Coming back six weeks later is a great motivator to ensure tasks are completed and the new habits are formed and reinforced.

Key Benefits of S.W.A.T

  • Save money on new files purchased – after S.W.A.T. you will need to purchase up to 50% less files.
  • Reduces investment in storage units by up to 50%.
  • Lowers footprint/space required – up to 75% less storage space required.
  • Lower off-site storage/archive costs.
  • Entire staff will be trained on new classification structures, and retention and disposal schedules.
  • Review and streamline of current records handling processes to ensure it works in a way relevant to your new retention and archiving policy long term.
  • Reduces stationery costs – one client had $25,000+ excess stationery put back into stationery cupboards from staff desks.
  • Save time/cost – Statistics show an average amount of time spent on looking for files on a cluttered disorganised office is 15 – 30 days per year.
  • Creates buy-in and input from all your staff making it easier for change.
  • Adds positively to your company’s culture – making cleaning out actually happen and FUN.
  • Better customer services (internally and externally) through faster, more accurate access to records.
  • Lower moving costs – the less you have to move, the lower the cost.

If you feel like your records are in need of some Samurai Sword style slashing then please contact us