Transport and delivery: Enquiry form for archive relocation companies
An 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.
What makes an enquiry complete for archive relocation companies.
An enquiry to an archive relocation company often arrives as one sentence: we are moving and we have an archive. Weeks of emails follow about how many shelving bays there are, whether the archive is ordered by file number or by year, and whether some records may only be moved under supervision. The person asking often does not know, because the facilities manager sends the request while the archivist knows the filing order. Without targeted questions the survey happens too early, with the wrong contact, and only on site does it turn out that half the boxes are unlabelled or that a department retrieves files every day.
Enquiry form for archive relocation companies
Example- 1
Questions in the right order
DoneThe form starts with the type of archive and the reason for the move, and only then asks about volume.
- 2
Check filing order and contacts
In progressThe form asks how the archive is currently ordered and who knows that order.
- 3
Enquiry ready for the survey
NextThe office team receives one summary with archive type, estimated volume, filing scheme, contacts and open points.
From form to assessed enquiry.
Questions in the right order
The form starts with the type of archive and the reason for the move, and only then asks about volume. Someone who gives shelving in linear metres gets different follow-up questions from someone counting boxes. When unsure, the enquirer can pick a rough estimate and add a photo of the archive room rather than guessing a figure.
Check filing order and contacts
The form asks how the archive is currently ordered and who knows that order. If someone from facilities fills it in, they can name the archivist as a second contact. If information about sensitive records or retrieval needs is missing, the form flags it as an open point for the survey.
Enquiry ready for the survey
The office team receives one summary with archive type, estimated volume, filing scheme, contacts and open points. The adviser then books the survey with the right person present and brings labels or a tape measure for rooms where the volume is still uncertain. The enquirer gets a confirmation listing what is still expected of them.
Enquiries in one place, not the inbox.
Enquiries currently arrive by email, phone or a general contact form on the site. The new form replaces that general form for archive work and sends the result to the office team's existing mailbox or customer records. Photos of the archive room are stored with the enquiry. The client owns the information about their archive; the office team owns the assessment and the scheduling of the survey.
Linear metres or number of boxes
Archives on shelving are usually described in linear metres, archives in boxes by count. The form does not need to choose: it asks which unit the enquirer knows and does not convert it. The adviser translates it during the survey into what matters for planning, so nobody builds on a mistaken conversion.
Detailed form or short with survey
A long form gathers plenty of data but loses people who do not know the answers. A short form is easy to complete but pushes the detective work onto the survey. The middle route is a brief core section with follow-up questions that only appear when the answer matters, such as for sensitive files or frequent retrievals.
Photos required or optional
A photo of the archive room says a lot about access, the condition of the boxes and labelling. Making it mandatory puts people off when they are not on site. Making it optional, with a clear note on why it helps, usually produces enough of a picture to prepare the survey well.
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Read the storyWhich questions the form asks.
The archive relocation form asks follow-up questions about filing order, sensitive records and how often files are retrieved; the office team gets a summary for each enquiry. Two enquiries go through it with us: an ordinary office move, and one from someone who does not know the filing order and therefore names a second contact. A variant for storage without a move, and an enquiry that directly forms the basis of the quote, are switched on when you want to use them.
View pricingHosting and careGood to know.
Explore pricing and optionsWhat if the enquirer does not know how many boxes there are?
They choose a rough estimate or give the number of shelving bays and cabinets. A photo helps the adviser judge that estimate. The form marks the volume as uncertain, so the survey pays extra attention to it and the quotation is not based on a guess.
Can we ask whether there are confidential files involved?
Yes. The form asks whether some records need to be packed or transported under supervision, without asking for the contents. If the answer is yes, it becomes a fixed agenda item for the survey, including who from the client needs to be present.
Will the enquiry land in our current system?
That is the starting point. The enquiry can arrive as a structured email or be created directly in your customer records, depending on what you use. What matters is that the office team does not have to retype anything before the survey is booked.
Does the form also work for interim storage?
The core section does, because archive type, volume and filing order matter there too. Storage without a move needs different follow-up questions, such as how often files are retrieved and who is allowed to request them. You switch those questions on as soon as you also offer storage without a move.
What often connects to this.
- 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.
- Quotation software for archive relocation companiesQuotation software for archive relocation companies that keeps linear volume, registration work and packing preparation separate, so the client sees where the price of an archive move really comes from.
- AI enquiry assistant for archive relocation companiesAn AI enquiry assistant for archive relocation companies that answers questions about box references, locations and retrievals using approved information, and passes doubtful cases to the project lead.
Enquiries that arrive complete.
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 Enquiry form for archive relocation companies: collect box counts, filing scheme and retrieval needs, so every site survey is prepared in advance.
- Questions in the right order
- Check filing order and contacts
- Enquiry ready for the survey