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Business Cases

Preparing to archive documents (long term) Wednesday 13 May 2009

Faced with the increasing size of their archives and the obligation for long-term storage of certain sensitive documents, laboratories are becoming interested in electronic archiving of documents and storing their paper documents under the best possible conditions.

Context:

 

In anticipation of an imminent move, a major laboratory has taken the decision to speed up the long-term archiving of several dozen files (sponsorship files, marketing authorisations) and externalise the storage of the documents with a third-party archiving company.

The documents department calls on the experience of ProductLife to prepare the archive boxes and their detailed indexing in the laboratory information system (GED).

 

Objective:

 

1. To take on each study in order to make the documents consistent within a classification plan that already exists but can develop according to our recommendations.

2. To supply the documentary database in order to reference the content of each archive box and each container put together.

3. To prepare the archive containers to be sent to the third-party archivist.

 

Organisation of the task:

 

The task will be carried out in different phases.

• Evaluation of the work to be conducted through a phase of tests lasting a few weeks.
  This period will allow a detailed analysis of the project, evaluation of the resources and their typology, the definition of the organisation and processes to be put in place, the overall budget for the task and its phasing, and the setting up of reporting and billing tools.
  The diversity of documents and processes to be applied has been making the analysis of overall volumes extremely difficult.
  They have not benefited from the same conditions of storage, identification, physical preparation or removal of duplicates, making it impossible to apply “average” measures.

• Introduction of a so-called “pilot” period with a small team.
  This will help validate the planned organisation, dealing with new studies on an industrial mode.
  It validates the principle of billing the work units (6 units have been defined), and allows the laboratory to plan, with its internal departments, joint work with the ProductLife teams.
• Deployment of project with responsibility placed on the team to respect the deadlines required by the client.
  Control of management and purchase department will effectively monitor the expenses incurred and still to be incurred.

 

Resources applied:

• 1 experienced research assistant for the tests and analysis phase

• 3 additional experienced research assistants for several months in a pilot phase, in the context of small production workshops.

• Several additional experienced research assistants and archivists in the “industrial” phase to manage all the stock in order to guarantee continuity of production, even during the summer period.

• 1 project manager to guarantee the good progress of the task on the client site in human, qualitative, quantitative and financial terms.

 

Results:

 

Since the introduction of the team, quality processes have been revised and validated, a refined indexing methodology for the GED tool has been introduced, and the preparation of service-by-service archives is progressing well, thanks to good co-ordination between the service provider and the internal clients.

The progress of the project is wholly consistent with the forecasts, and is meeting the client’s requirements.