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RECMGMT-L  September 2001

RECMGMT-L September 2001

Subject:

Re: Staffing Formula

From:

"Rob Perry, CRM" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Sat, 29 Sep 2001 03:51:17 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (152 lines)

Donna and others,

The following is a recent article I wrote for my Records Storage
Newsletter. It discusses the labor requirements needed in a storage
facility.

I hope it helps.

Rob Perry, CRM
Waterfall Enterprises, LLC
Records Storage Solutions
877-207-8673
[log in to unmask]
www.water-fall.com


    ---Facility Management - How much labor is needed?---

The answer of course is "it depends". It depends on the size and
layout of
your facility and the level of activity of your clients(user
departments). If your mix of
clients is heavy with medical files, then your level of activity will
be
higher. If you have to move a ladder from one side of the facility to
another it will obviously take longer than having a lift truck. But
still,
here are a few guidelines to go by.

Typically I have found that 10% of your clients will need a delivery
on a
given day. So if you have 10 clients, then you will average one
delivery a
day. 30 clients = 3 deliveries; 50 clients 5 deliveries, etc. Also
5% of
your clients will have a pick-up on a given day. So 10 clients = a
pick up
every other day, 20 clients - a pick up every day, etc.

Now how long does each action take. Again it depends on how far you
have to
travel between clients, how organized your facility is, and if your
lucky
that the box you are pulling is always on the top in the front instead
of on
the bottom in the back. Again, we can make up some guidelines for a
small
records storage facility. A larger facility will gain some
productivity as
activities can be grouped together for greater efficiently.

Pulling a box - 10 minutes
Pulling a file - 15 minutes
Adding a box - 3 minutes
Refiling a box - 8 minutes
Refiling a file - 15 minutes
Delivering a box - 20 minutes
Delivering a file - 15 minutes
Picking up first box - 10 minutes
Picking up additional boxes - 2 minutes
Picking up a file - 15 minutes
Picking up additional files - 2 minutes
Adding a file - 1 minute


So now lets take a sample week for a records center that has 20
clients:
2 deliveries and 1 pick up each day.
One delivery will be for a box and one will be for 2 files each day.
The pickups will be for 10 new boxes, 29 new boxes, 2 refile boxes, 6
refile
files, and 42 new boxes.

Delivery 1: Pull and deliver a box - 30 minutes
Delivery 2: Pull and deliver 2 files - 60 minutes
Total Delivery = 5 days = 450 minutes

Pickup and add 10 new boxes - 58 minutes
Pickup and add 29 new boxes - 187 minutes
Pickup and refile 2 boxes - 28 minutes
Pickup and refile 6 files - 115 minutes
Pickup and add 42 new boxes - 218 minutes
Total Pickups = 606 minutes

Total time = 1056 minutes or 17.6 hours.

Now this is a good average but by no means is a steadfast standard
that will
apply to every situation all the time. There are just too many
factors that
go into it. For example, I have one account that orders 5 files every
time
so I have all of their active boxes in one area and I can usually pull
all 5
files in 15 minutes. On the other end, I have some storage areas that
I use
for infrequently pulled items. When I do get a request for one of
those
boxes, it may take me 25 minutes to pull one box. In transportation,
I have
a client that is 3 blocks away and is in a stand alone building -
delivery
time - 4 minutes. I also have a client on the 20th floor - 30 miles
away -
delivery time - 50 minutes.

Remember, these numbers are only estimates which may provide some
gross predictions of time/labor
needed at different times in your growth.


> To: [log in to unmask]
> Subject: Staffing Formula?
>
> Good Morning List,
>
> I am usually a devoted lurker but I find myself in need of the
wisdom and
> experience of the list members... Is there a formula for
calculating the
> staffing needs for a records center based on the size of an
organization
> or
> can anybody tell me what the minimum staffing requirements would be
for a
> records center in a major urban police department with approximately
3000
> employees, sworn and civilian. I am writing a proposal for an
increase in
> staff and I would like some numbers to back it up... Thanks in
advance,
> Donna
>
> Donna M. Wells
> Records Manager & Archivist
>
> Boston Police Department
> Records Center & Archives
> 1555 Hyde Park Ave.
> Hyde Park, MA 02136
> Phone - 617-343-5166
> Fax - 617-343-5063
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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