Columbia Falls School District

Assess

Columbia Falls School District’s main storage room was overflowing with hundreds of boxes and file cabinet drawers filled with payroll documents, vendor purchase orders, building blueprints, school board records and much more. Documents dates spanned over a decade and were sometimes hard to locate. 

Global Archives worked with the District’s staff to organize the documents by category and state-mandated destruction dates.  Permanent records were identified and then all boxes were labeled, inventoried and had barcode stickers attached to them.  The boxes were placed in Global Archives warehouse.

Organize

Now the storage room is used for documents from the previous and current school year only, making it easy to keep things in the correct file or boxed by the correct document type or destruction date.  The results is a savings of time and the creation of space for other items that the school needs to keep on hand.

Regularly needed documents were scanned and uploaded to the Global Archive’s LockBox online dashboard application with each staff member assigned their own password and types of files they were allowed to access.   

Thrive

The remaining documents stored in the Global Archives’ warehouse labelled by document type and date and are easy to access. School staff are able to call Global Archives warehouse manager for scan-on-demand services. Using the inventory and barcode system, Global Archives staff quickly locates the document, scans it and uploads it to LockBox for the School District staff to view. No trip to the crowded storage room to search for a file in a possibly mis-labeled file cabinet!  Boxes are clearly labeled with destruction dates and Global Archives staff will handle this task at the appropriate time.