A rather large project was to organize the procedure and files for a company with self storage units.
First I went for a walk-through with a clipboard and pad of paper. I made a rough visual map of the layout of the storage units, including unit number and size. I also checked to see if each unit had a lock on it, and if it did not, I opened the unit to see if it was empty. If there were items inside, I placed a company lock on it for security purposes.
Next, I audited the rental files -- there should be one for each unit, even if one customer rented more than one. I made a cross-reference note in the file if this was the case. I created an audit label and put one on the cover of each file. The label was a checklist for what paperwork should be inside the file (signed contract, payment terms, etc.).
There were many incomplete files, so I created new standard paperwork to be used moving forward for every rental customer. I mailed these forms to customers with incomplete files (this took some time to hear back from them), and made sure the file matched the rental unit. This took me about 3 months total.
Now the process moving forward is very smooth, and in the event of a problem, all the paperwork is just a file away!
