Paper records management involves establishing protocols for identifying, naming, storing, archiving, and purging physical documents. When a local government office was preparing for a move, they realized their paper filing system was disorganized. An organization was hired to help create a formal records management system to improve organization and access to documents. They inventoried files, developed categorization and naming conventions, and created a storage plan to help with the office relocation. This resulted in increased productivity and reduced costs.

2. What is Paper Records Management?
The management of a company’s established
protocol for its physical or paper files/records.
Protocol includes the identification, naming,
assignment, storing, archiving and purging of paper
records.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

3. Paper Records Management
Identifies where to
physically find information
to do the work defined
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

4. The Problem
Janet had recently been appointed to a top position for a
specialty local government office which was first formed in 2000.
Under Janet’s leadership the office was growing and needed larger
space.
As she and her staff of four began packing up paper files, they all
realized that there was a lot of valuable information that they inherited
from the previous administration. These records were never formally
documented as a system and therefore were not properly transitioned
to Janet and her staff.
Knowing how critical access to information is, Janet did not want
to move into their new office space without a solid system in place.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

5. The Problem (cont.)
Copyright © 2007 Equilibria, Inc.
No Formal Filing System
Ambiguous File Inheritance
Upcoming Office Relocation
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
BEFORE

6. The office relocation date was fast approaching. Within 30 days, we worked with
Janet and her team and:
• Inventoried all existing paper files in boxes as well as old file cabinets
• Identified those documents that needed to be purged and later determining whether
documents needed to be shredded vs. recycled
• Determined which files were for public use vs. private
• Matched all existing files from Janet’s administration as well as the previous administration
to the agreed-upon organizational chart
• Developed a color-coded paper file outline that included main and sub-categorization as
well as protocol for creating, naming, checking in/checking out and scanning
How We Helped
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
• Created a schedule for quarterly purging and annual file archiving
• Took measurements of new office space and drafted a plan for file
placement
• Recommended optimal storage solutions for various paper files
based on expected use and level of security required

7. How We Helped (cont.)
Onsite Inventory
Recycling & Document Destruction
Identification
File Matching
Documented Protocol
Space Plan for New Office
Copyright © 2007 Equilibria, Inc.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
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8. Value & Results
Formality of Paper Records
Management System
File Location Clarity
Paper File Integrity, Security &
Protection
Office Relocation Time
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

9. Copyright © 2007 Equilibria, Inc.
As a result of the work that we did for Janet and her team, they
were able to:
A ADMINISTRATIVE
1. Agency 114
2. Fleet Management
3. FY 05/06 Strategic Plan
4. Group Benefits
5. Labels
6. Letterhead
7. Mailed Letters
8. Meeting Notes
9. Policy Manual
10. Requests for Approval
11. Strategic Planning
12. Web Changes 2007
C CONTRACTS
1. Altrea Consultants
2. Contract Facilitators
3. Contracts 07 - 08, 2006 - 2007
4. Federal Forms
5. Invoice Forms
6. Payment Tech
7. Section 20 "Pass Thru"
8. State Forms
9. Volunteer Forms
D DOMESTIC VIOLENCE
1. Domestic Violence Study
2. DV Definitions
3. Unemployment Insurance - DV Study
F FAMILY VIOLENCE
1. Roundtable Conference 2005
2. Roundtable Conference 2006
3. Roundtable Conference 2007
4. 2006 Civil Fees Distribution
5. 2007 Civil Fees Distribution
6. Conferences/Meeting Family Violence Program
7. Family Violence Correspondence
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
Use their customized Work Space Logistics plan to
properly pack and unpack all paper records
Create an easy-to-follow and maintain Paper Records
Management system that encompassed all information
critical to their daily operational success
Decrease the amount of time spent in asking Vicky, the
assistant, to locate information—Vicky increased her
productivity by 40% and is now able to work on more
projects
Save $35,000.00—this would have been the new
assistant’s starting salary whose job was to primarily
maintain records
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10. Vicky’s WorkstationCliff’s Workstation
Janet’s Office
Sharon’s Office
Not drawn to Scale. For illustration purposes only.
Provided Courtesy of Equilibria, Inc.
www.eqbsystems.com
Office
25 sq. ft.
conference
room
Office
13 sq. ft. Amanda’s Workstation
15
7
109
11121314
8
4
2
56
3
1
Governor’s Office on Women’s Policy
Paper File Location & Flow Schematic
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

11. Learn More Here
Wasted Space Storing
Old Files
Stolen/lost files
Wasted Time Locating Files
This case study represents one
portion of KasennuTM,
our revolutionary model for
creating sustainable business
infrastructure in fast growing
small businesses.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

12. Contact Us for more information.
www.eqbsystems.com
Questions?
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The photographs and illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)