babel projects ltd
storage optimisation and filing audit for the Houses of Parliament
babel projects (trading as Fileworks) was engaged by the Houses of Parliament to optimise back-office storage at Richmond House as part of crucial decant preparations. The project mandate was to audit and reduce the existing filing volume before the building was vacated. A major challenge was the environment itself: a traditional workforce with complex, paper-heavy processes.
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babel projects conducted a meticulous storage and filing audit, identified over 2.6 kilometres of storage, and delivered expert recommendations and a new storage policy, achieving a remarkable 38% storage reduction target.
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the challenge
complex paper processes in a traditional environment
The critical challenge was the sensitivity and scale of paper processes within a deeply traditional and confidential environment. Richmond House was preparing for a decant, requiring the organisation to drastically reduce its physical footprint. Any failure to reduce storage volume would have complicated the future move and its associated costs.
The project required a partner that could navigate a complex culture of paper retention:
The project wasn’t without its challenges, as our long-serving and traditional workforce were a potentially tough audience. However, with Fileworks' dedicated, efficient approach they were able to tease out all the information they needed. The project team partnered with our inhouse reps to provide a supportive and seamless process, regular guidance and monitoring to confirm all was on track in terms of reaching our goals.
- Houses of Parliament representative
The environment demanded an approach that respected security and confidentiality while systematically identifying and classifying files for reduction.
the solution
meticulous auditing and policy-driven reductions
babel projects delivered the solution by combining physical surveying with strategic policy development. The core process focused on three key areas:
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Meticulous audit: Physically surveying and measuring over 2.6km of existing storage to accurately quantify the challenge.
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Policy development: Creating a new storage and filing policy that provided clear, standardised instructions on retention, destruction, and classification, ensuring the volume would not build up again.
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Expert recommendation: Providing detailed, actionable recommendations to achieve the ambitious 38% reduction target, thereby preparing the building for the decant phase.
The team's ability to deliver results under these complex constraints proved their expertise:
The Fileworks team worked in meticulous detail to compile data for each department on the storage capacity they held and how they were utilising it. In total, over 2.6km of storage was uncovered! They also revealed the many different ways that paper was generated and processed in our offices, and developed a highly detailed report highlighting key findings and making recommendations.
- Houses of Parliament representative
the result
guaranteed reduction and decant readiness
babel projects successfully delivered the project on time and within budget, ensuring Richmond House was fully prepared for its decant phase. The 38% storage reduction guaranteed significant savings in future storage and move costs.
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The project demonstrated the firm's ability to drive tangible, quantifiable change in even the most complex and sensitive settings:
The final results were impressive and ensured we met our decant objectives without complications. Babel Projects (Fileworks) provided a professional, meticulous service that adapted perfectly to the unique demands of Parliament, giving us complete confidence in their process.
- Houses of Parliament representative
