Transport and delivery: Customer portal for archive relocation companies
A customer portal for archive relocation companies where the archivist views inventory lists, delivery locations and progress per phase, and indicates where files should end up.
What customers of archive relocation companies want to see.
During an archive move the client keeps asking the same things: where is that file now, which department has already moved, and does the layout of the new room still match what we agreed. Archive relocation companies then email an updated inventory list, and the archivist compares it with their own version. The department heads who actually work with the files never see it. Changes to the shelving layout come in by phone to the crew leader and only reach the planner once the boxes are already in the wrong place. Afterwards the client wants a final list of locations, which then has to be pieced together from three sources.
Customer portal for archive relocation companies
Example- 1
Define access per role
DoneThe archivist gets access to the full inventory and the layout of the new room.
- 2
Show the current list and location
In progressThe portal shows each box's reference, origin and status: still at the old site, in transit or back on a new shelf.
- 3
Connect changes and questions
NextIf the archivist wants a different layout on the new shelving, they propose it in the portal against the relevant room.
From invitation to approval.
Define access per role
The archivist gets access to the full inventory and the layout of the new room. Department heads only see the part of the archive that belongs to their department and the phase in which it moves. Facilities sees the windows and access arrangements. Nobody sees more than their role requires.
Show the current list and location
The portal shows each box's reference, origin and status: still at the old site, in transit or back on a new shelf. After every signed-off phase the list is updated. A department head looking for a file can see for themselves where the matching box is, without having to ring anyone.
Connect changes and questions
If the archivist wants a different layout on the new shelving, they propose it in the portal against the relevant room. The planner sees the request and confirms whether it is still possible. Questions about a specific box stay attached to that reference, so the answer can be found again later.
Less email, the same records.
Inventory lists currently sit in spreadsheets on both sides. The portal reads the relocation list from the job cards and shows it to the client; you remain the owner of the status in transit. The archivist remains the owner of the filing scheme and the description of the contents. Afterwards the final list can be exported to the client's records management system, if they have one.
Portal or a final report by email
A final report by email is simple and often enough for small moves. On a move spanning several weeks or departments, the email is quickly out of date. A portal only earns its place if the client genuinely looks things up or makes decisions during the move; otherwise a good report will do.
Client edits layout or only proposes
Letting the client change things directly is quick but can clash with what the crew is already re-shelving. A proposal that the planner confirms adds a step but stops boxes being moved twice. During a live move, proposing is almost always the safer choice for everyone involved.
Temporary or ongoing portal
After the move the portal can close with an export of the final list. If you also offer storage with a retrieval service, an ongoing portal where the client requests files and follows their status is a logical next step. The choice depends on whether storage is a regular service for you.
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Read the storyWhat customers find in the portal.
The archivist and others involved get access per role to the current inventory with status per box, the layout of the new room and change proposals that the planner confirms. Roles and rights are agreed with you in advance. It is tried out on an ordinary department move and on an archivist who wants to rearrange a shelving bay halfway through the move. Export to the client's records management system and retrievals for stored archives are switched on as soon as a client asks.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan department heads see where their files are?
Yes, within their own part of the archive. They see each box's reference, status and new location once it has been re-shelved. They do not see other departments' files unless the archivist sets things up differently.
Does the portal show what is inside the boxes?
Only as far as the client supplies that description. Often each box has a short summary or a file range. You add nothing to it; the portal shows the client's description next to the status and location that you maintain.
What if the client spots an error in the inventory?
They report it against the relevant box reference. The report goes to the crew leader or planner, who checks whether it is a registration mistake or a box re-shelved in the wrong place. The correction and the reason are stored with the box.
How long does the portal stay open after the move?
You agree that per job. A common choice is to keep it open until the client has approved and exported the final list. With storage and a retrieval service, it can stay open for as long as the storage runs. That prevents outdated lists from circulating.
What often connects to this.
- Digital job cards for archive relocation companiesDigital job cards for archive relocation companies where each crew ticks off the relocation list by box reference, so every handover records exactly which boxes were loaded and re-shelved.
- Website for archive relocation companiesA website for archive relocation companies that explains what happens to files, filing schemes and retrieval locations, so a records manager knows which service fits their archive before the first conversation.
- Enquiry form for archive relocation companiesAn enquiry form for archive relocation companies that asks for box counts, filing scheme and access needs, so a site survey can be prepared properly instead of starting blind.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for archive relocation companies: view inventory lists, delivery locations and phase progress, with box reference questions in one place.
- Define access per role
- Show the current list and location
- Connect changes and questions