Derby City Council

Overview

In April 2009 Derby City Council (DCC) awarded the tender for off-site storage to Cintas following an intensive tendering process.

This was due to a planned a renovation of the main Council House in Derby which dictated a full decant of staff from this building, as a result of this off-site storage was required for the first time as the current storage area, the basement, along with items from various offices around the building would require vacating.

It was anticipated that the site accommodated approximately 12 – 14,000 boxes of items which would require storing in a combination of whole box and file level.

In the main basement area records were stored in a variety of containers including filing cabinets, loose items on stand up cabinets and boxes.

Whilst the DCC Procurement Team had prepared a plan of the basement highlighting where various departments had stored items these were not in any particular order.

A requirement for destruction was also identified and whilst the actual destruction would be performed by an existing DCC partner a request had been made to assist with the movement of these items to a designated area within the basement.

How we fulfilled their requirements

Before the uplift commenced we were tasked with agreeing an account structure with various departments and linked teams so when a box was collected it could be allocated to the correct part of the DCC business.

DCC had also requested use of our FileTrak Web Office Database Management system which would ultimately allow access to specific areas of the database dependent on pre-agreed authorisation levels, thus ensuring that users could only access information that they were responsible for.

The FileTrak Web Office solution was bespoke and unique to DCC, full training was undertaken with all users at DCC one month prior to the uplift commencement in January 2010.

An uplift schedule was agreed with DCC by basement area and completed within a 4 week timeframe. This included not only the uplift and input of boxes by department/team but also the movement of items identified for destruction to a designated area at the DCC site.

Each week during the uplift a review meeting was held with the DCC Project Team to review progress.