Proposal to Solve Storage Space Problems

THIS IS A PROPOSAL TO: C.H. Guernsey & Company Board of Directors

Much Needed Space.

GUERNSEY has been around for many years and performed thousands of projects. The files needed for this long line of work have been stored in the print shop for years. We are now experiencing a shortage of space and are renting storage space from Integris Health to house these files.

With the shrinking space we have started to file in our operation areas. Boxes are stacked to the ceiling in our storage areas as well. We are not meeting the American Disability Act standards for aisle space in the storage areas or Fire Safety codes for minimums height below sprinkler heads. All of this could add up to some serious fines.

This proposal is meant to solve these problems. I will propose a plan to eliminate the need for Integris space to house our files and solve all our problems with shrinking file storage areas.

March 27, 2010

INTRODUCTION

Above is a picture of our storage area after we have moved several boxes for remodeling. This is not a sight we want our clients to see or one we want to continue.

When we move all the boxes back to the storage area the problem will worsen. Because we don’t have an area designed to hold the files we have. We continue to produce more files and the problem only gets worse with time.

Additionally, we do not meet current ADA standards for aisle spacing or Fire Safety Standards for height below sprinkler heads. This could cost the company thousands.

STORAGE PROBLEM

OBJECTIVES Increased Storage Space - I plan to help the company increase the

storage space available.

Save Money – This proposal costs less and does more than we are already spending.

Prevent Fines – We’ll be able to avoid hefty fines for improper spacing and height issues.

Improve Aesthetics – Improve the looks of the office by removing the unsightly storage areas around the building.

Above - “Storage around the Office”

Below - “Storage At A-1 Freeman”

SOLUTION

Moving the files to off-site storage would accomplish all of the objectives of this proposal.

Increased Storage Space – Off-site storage facilities are designed to use equipment and shelving in the best possible ways. A-1 Freeman Moving and Storage can store our files no matter how many we have.

Save Money – Off-site storage costs less than commercial rates for the storage areas that we are already keeping our files in. More of these costs will be detailed in the costs section of this proposal.

Prevent Fines – Because the boxes will no longer be on-site the infractions we currently incur would no longer be an issue.

Improve Aesthetics – Because the boxes would no longer be stored in the office, the looks of the office would improve as boxes were removed from sight.

COSTSIn order to accomplish the move to off-site storage a few resources must be used.

1) I must have one hour each day to database each box contents before sending it to off-site storage.

2) I must have three weeks time for initial logging of the boxes into a database for easy retrieval.

3) I will also setup training classes for logging boxes into the new archives. There is no cost for training because I will do it during a lunch hour every two or three months.

A maximum investment of $0.26 per box stored is required at A-1 Freeman’s Storage facility. We are presently spending $18.00 per square foot with Integris Health for the storage area we presently use for these files. There are approximately 750 boxes stored in the Integris area and 250 boxes stored in office areas. The area for storage is 20’ x 25’ or 500 square feet. At the $18/SF cost we are now paying we can easily afford off-site storage at $0.26/box and the initial pickup from A-1 Freeman is free. See Figure 1 below.

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$20,000

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Present Costs for storage. 500SF @ $18/SF/Month

Costs for 1000 Boxes at Off-Site Storage (Including Labor for Logging Boxes in Database)

Figure 1 – Cost Comparison for On-Site and Off-Site Storage

March 27, 2010

SCHEDULE

Milestones

In order to accomplish this move to off-site storage a few things must happen over the next few weeks. I have devised a schedule to help with transition to off-site storage. First, I would have to take 120 to 150 hours to log the present boxes within our offices now. I can log boxes at a minimum rate of 5 boxes per hour. If I log 750 boxes for off-site it would take me approximately 120-150 hours. Using this as a basis for my timeline, the schedule for completion of the move to off-site storage is shown below.

Milestone Start: Finish:

Initial Startup of Move to Off-Site April 1, 2010 April 1, 2010

Creation of Database April 1, 2010 April 2, 2010

Logging of Files for Initial Pickup April 5, 2010 April 29, 2010

Initial Pickup of File Boxes by Off-Site Storage Company.

May 3, 2010 May 3, 2010

Training for Database Entry for Other Administrative Personnel.

May 5, 2010 Continuing