Before you start:

Create Cleaning Box Resources

  • The premise behind this setup is that you are billing a flat fee based on the box size and characteristics, regardless of what is in the box.

  • Create these resources based on the box descriptions (size/cleaning method) you currently have/use.

  • Consider using a box description that will best help your technician select the correct box/size - and - also consider that this description will also appear as a billable line item in your estimate.

  • Consider prefixing box descriptions to help the technician make the correct selection if your company also provides contents pack-out services, as there may be many different types of cleaning box descriptions. For example, you could prefix it with “DOC”.

Performing the Inventory.

Document Loss Site / Rooms

  • Document the loss site with “Walk-in” pictures prior to starting the inventory. This will serve as a valuable tool should any issue/damage or general inquiry arise. Do this at the start of every inventory each day.

  • Take general room pictures during the course of the inventory only if other trades are on site. This is valuable data to protect the company against future claims.

  • Take Walk-Out pictures at the end of each pack-out, to document how the loss site was left.

  • Have a team leader walk through the loss and create all the rooms using the descriptions/nomenclature they prefer, then sync devices so that room data is now on all devices. Alternatively, you can use traditional methods of painters tape affixed to doors or rooms so that other users entering know what Room# to use and what to call that room when creating same in the inventory app.

Inventory Pre-Boxed Documents

Most often, documents in storage have been boxed/packaged prior to the loss by the insured. These boxes have important information labeled on the box (such as types of documents and the fiscal years they apply to). Follow training and steps on inventorying contents in a cleaning box with these suggestions and considerations when using the Fast Pack-out Inventory App:

  • Place iCat tracking barcode onto the box. Choose a spot that can be seen when boxes are stacked.

  • Select the Room (if not already selected).

  • Tap the Box Barcode Button to scan the iCat barcode.

  • Select the appropriate (GREEN) Box Resource when prompted, based on the size of box (and cleaning method if applicable). Green signifies a "Cleaning Box" type.

  • Take pictures

    • First picture is the outside of the box, wherever there is writing on the box by the insured which identifies its contents.

    • If you generally take pictures of the contents of the box, and if your privacy policy allows it, open the box and take the necessary pictures.

    • Optional: Take an overall picture of the box which shows the barcode on the outside if this image data helps your process)

    • Remember: more pictures means longer pack-out / inventories - take only what you need.

  • Description: You can choose to add a description which identifies either the contents of the box, or its specific location.

At the start of the job, you should know if location information (where to return the box to) is more important than listing the contents of the box.

  • Use Description field for Box Information: For example, it may say “2011 - Tax Receipts” on the box. This could be used as the description. Or,

  • Use Description field for Location Information: If the location of the box is more important (which often is the case in commercial claims when boxes are secured on specific shelves - or - you filled a box with documents which were retrieved from a specific location such as one of many multi drawer filing cabinets, then use location information as the description. Choose a description which will best help your team return the documents to the original location.

  • Status: Leave it set to “undefined” which is also known as “Cleanable”. This is the default status.

  • Printable Notes**: Important feature for Document Processors. Often the insured has taken the time to indicate what kind of documents are contained within a pre-packaged box. It could be several writings on the box hand written in marker or typed on a label. When delivering back documents, this important data is best duplicated and shared on the “new” box - post restoration. Saving this information as a “Printable Note” during pack-out inventory will allow restoration technicians to auto print the notes whenever they generate a pack-back label or reprint a barcode.

Documents in File Cabinets / Loose Documents

When building boxes from loose documents, the location of where these documents were pulled from are of the most importance. Keep this in mind if you are adding a description before saving the inventory item.

Documents / Books Billed Individually for Restoration

Often, there are books, maps, collectable documents, and art prints which must be billed individually for cleaning based on the item's value and level of restoration required. In these cases, you must select a regular box resource, if placing the contents into a box. NOTE: using a cleaning box resource does not allow your firm to bill individually for the cleaning of these high value items.

When inventorying these items follow the training on inventorying contents into a regular box. You will not be able to add location text as the description must reflect the item being restored. There are options however, as you can use the “location image” tool during photo inventory: Bottom right of the camera screen is a rifle scope icon - taping this brings up a rifle scope overlay to the camera view. Take the picture of the location where the item was removed from (or as it rests prior to moving it). Once you save the line item, the image taken using the rifle scope overlay will act as location reference going forward. For example, in the future, say at a pack-back, if you were to use the production view to scan the barcode of the box or select the individual item, you will see the original location image highlighted.

If inventorying artwork does not fit into a box, the location image can also be used as a way to know where the item was taken from. You can also try using the “Packback” mirror icon during pack-back. This feature allows you to later match exactly where the item was removed from using the original photos. Contractors use this to place back furniture or figurines in the exact same location. Play with this feature and you will understand how this may help you return back hanging wall art or even book order on a shelf.


Tracking

This will be a core function in managing document restoration. Your facility should be aware of the exact location of these sensitive documents at every stage. Once back at the facility, after uploading the pack-out inventory details, users can use the Production View within the app to scan the boxes from one physical location to another with ease.

Restoration

Using the Production portion of the App, once documents have been cleaned and are passing through quality control, scan the original barcode associated with the original box, then use the action menu to update the status as “Restored”. Next, generate a pack-label by selecting “Print Pack-back Label” from the action menu. A label will auto generate on-screen, including any notes originally saved as a “Printable Note”. Select the Brother wifi label printer to print this on demand pack-back label. Place the label on the new box. Place documents into this new box at some point during the above.

Note: Depending on the size of the operation, applying the status (such as “Restored”) and generating a pack-back label can be done at the same time by the same operator, or at different times (for example if your warehouse is setup like a manufacturing processing plant where quality control is handled in bulk prior to packaging, and where packaging is also handled in bulk)

Note: Multiple boxes can have their status updated in bulk. Simply scan more boxes before committing the action.

Note: Multiple boxes can have pack-back labels generated at the same time. Use caution and have a process in place to avoid putting pack-back labels on the wrong boxes.

Warehousing

Use the production portion of the app to scan boxes after they have been cleaned and packaged to transfer these boxes to appropriate locations. Using location reports is a great solution when kitting boxes onto a pallet or into a vault. This visual print out helps users within the warehouse understand what is located where, without having to use digital devices while also making it easy to scan these locations for transfer and retrieval.

Often, there is a need to retrieve certain boxes, either because they hold a rush status, are related to a single job, or share a common cleaning process. The use of digital picklists helps control the requisition and sourcing of all document boxes in a facility (including external storage facilities). Whatever the reason may be to request, find, and gather certain boxes, the use of digital pick-lists will be a powerful tool in controlling warehouse logistics.


**Printable Notes feature is publicly available at this time. Release anticipated for July 2021.

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