The team responsible for transferring information will need to decide on the records to be transferred, in close consultation with the business unit currently responsible for the function. Not dealing properly with this aspect can lead to the build-up of backlogs of unidentified paper records in basements or off site storage; resulting in higher storage and staff costs, as well as a potential loss of important information.
Records and information should be selected for transfer based on their business need, business value now and over time, as well as potential historical value.
What records should be transferred? There are a number of options for transferring the relevant records to the receiving organisation.
Both organisations should undertake a joint appraisal of storage costs once records have been identified for transfer.