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Helen Hancox
Wellington, New Zealand
Pragmatic, creative cost effective and long lasting solutions to your records management needs.
Interests: Filing
Recent Activity
Normally, people have a "real" job before they have a secondment. The Flying Filing Squad, has had casual staff working with us who have gone on to full time employment in the government sector. We are happy to give people a chance. The Flying Filing Squad prides itself on Values... Continue reading
Posted Jan 15, 2012 at Flying Filing Squad Blog
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Squadron Leader contemplating what a ton of paper looks like once it has been moved about Continue reading
Posted Jan 11, 2012 at Flying Filing Squad Blog
The Squad is listing correspondence from 1845 at Archives NZ. HIghlights include the "Bay of Islands Disturbance" file which is all about Hone Heke stealing horses, cutting down flagpoles. We have seen Queen Victoria's signature and Te Rauparaha's. THen there was information about earthquakes and a quick look on the... Continue reading
Posted Jan 10, 2012 at Flying Filing Squad Blog
With thanks to Sarah Welland, Lindisfarne Information Consulting Ltd. Archives New Zealand has produced a guide called "making access decisions under the Public Records Act" which covers most questions. Section 5 outlines some restriction examples, which I find particularly useful. The guide also states that restrictions start on the date... Continue reading
Posted Dec 21, 2011 at Flying Filing Squad Blog
Please, please please... do not ever, no never store boxes of paper at your off site storage company. Imagine our excitement when we get a list of files in storage and it looks like the retention and disposal implementation will be a breeze. Imagine our disappointment when upon opening the... Continue reading
Posted Nov 19, 2011 at Flying Filing Squad Blog
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A visit to the SPREP office where Lupe Silulu is the Registry Manager was a chance for course participants to view a well run Registry. I first met Lupe in 1997 when I ran the first records managment training course for the Public Service. This was organised through the In... Continue reading
Posted Nov 19, 2011 at Flying Filing Squad Blog
Please, please please... do not ever, no never store boxes of paper at your off site storage company. Imagine our excitement when we get a list of files in storage and it looks like the retention and disposal implementation will be a breeze. Imagine our disappointment when upon opening the... Continue reading
Posted Nov 19, 2011 at Flying Filing Squad Blog
I have a lot of time for a person described as a pedant. In the record keeping business, it is an ideal as a person who is a pedant (also described as "nitpicker" or "obfuscator" or "doctrinaire") invariably have the skills needed to read a list of 100,000 plus and... Continue reading
Posted Nov 13, 2011 at Flying Filing Squad Blog
Flying Filing Squad have identified four critical success factors: 1. You’ve got to have guts to get started; 2. You’ve got to have a list; 3. Meeting Archives NZ’s needs speeds the process and costs less; and 4. Project Relationship management is critical. Continue reading
Posted Sep 29, 2011 at Flying Filing Squad Blog
It is my experience that the Archive likes to take a planned approach to transfer. Once a transfer archivist is assigned the organisation has a point of contact. This is particularly helpful in going through the process of listing and boxing through to the eventual sign off of transfer and... Continue reading
Posted Sep 29, 2011 at Flying Filing Squad Blog
To prepare the business case to get this work done, this may be the first thing that you have to do. You can only do it if you have a list of what is in the boxes. Imagine that you have 144,000 files in 7,500 boxes. Each year it costs... Continue reading
Posted Sep 29, 2011 at Flying Filing Squad Blog
We know how many London Boxes (that's what we call them in New Zealand) are needed to put 1 metre of files in. It is a simple equation; divide the total linear metres of files for transfer by 5 and the answer is the total number of boxes needed. The... Continue reading
Posted Sep 29, 2011 at Flying Filing Squad Blog
When assessing cost savings, it is important to keep an eye on the volume of files that can be destroyed. The Flying Filing Squad has implemented retention and disposal schedules and found that some of the files could have been destroyed ten years previously. Imagine if there has been 100... Continue reading
Posted Sep 13, 2011 at Flying Filing Squad Blog
One of the jobs we completed in a hurry a few years ago was for an organisation that made an assumption that the open date and closed date for the contract files was the beginning and ending date of the contract. Wrong! The open date is the date of the... Continue reading
Posted Sep 13, 2011 at Flying Filing Squad Blog
Ideally, the retention and disposal schedule is applied at the time that the record is created. This works for physical and electronic files. Not since I worked for the Department of Maori Affairs last century have I come across an organisation that does this. It did make the work a... Continue reading
Posted Sep 8, 2011 at Flying Filing Squad Blog
While the Flying Filing Squad has only ever worked in New Zealand (other than doing records management training in Samoa), the work we do is relevant to any organisation anywhere in the world that has to deal with physical files in off site storage. We reckon the first thing you... Continue reading
Posted Sep 8, 2011 at Flying Filing Squad Blog
As odd as it may seem, often organisations do not know what is in their boxes. Imagine what it must be like to know that you have a few thousand boxes in off site storage but... you do not have a list of what files are in what boxes. Since... Continue reading
Posted Sep 8, 2011 at Flying Filing Squad Blog
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Jun 23, 2011