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Unilever Records Management Service
Raising internal awareness of the service
Goal
To encourage Unilever staff at all levels to send their non-current records to the Records Management Centre when they move to a new site.
Situation
Some of the staff on a Unilever site were moving to a new location where there would be much less space for physical records storage.
Stakeholder communication (site workers)
Messages prior to a site visit by the Records Management Service:
- It is not possible to take all your records to the new site
- The Records Management Service can help you prepare for the move and store excess records
Communication methods:
- advertising to the individual teams of an impending Records Management Service site visit via a site-wide email
- message booked on to the site-wide screen saver (this medium could be configured for individual Unilever sites)
- appointment of one staff member from each site to inform people of the approaching visit by the Service
Message during on site visit of the Records Management Service:
- Records Management understands the issues you face and here's how to deal with those issues
Communication methods:
- on site discussion with each team and an information pack
- 'advice slip' to sent each team following visit which summarise suggestions for disposals/retention
Outcome
The Records Management Service received 200 boxes in the first four months of this targeted approach
