STANDARD OPERATING PROCEDURE: DATA MIGRATION & SECURE HARDWARE DECOMMISSIONING

Document ID: SOP-GRC-2026-004

Effective Date: August 18, 2026

Review Cycle: Annual

Scope: All physical sales offices (Excluding Regional Executive Office)

1. Physical Scanning & Intake Sequence

To maintain strict chain-of-custody, documents must be processed in the following strict geographic priority order per office:

1. Office Manager’s Desk: Surface files only.
2. Sales Office Floor Assets: Begin along the right-hand wall from the entrance door and proceed clockwise around the perimeter.
3. Sales Office Seating Assets: Process all files resting on office chairs.
4. Sales Office Desktop Assets: Begin with files located to the right of the computer keyboard, proceeding in a counter-clockwise direction.
5. Perimeter Sweep: Re-audit floor and chairs for newly added files before proceeding to central storage.

2. Central Filing Cabinet Sanitization

1. Extraction Path: Begin at the filing cabinet located farthest from the office door, closest to the far wall. Process drawers sequentially from top to bottom.
2. Sanitization Audit: Upon completing a cabinet, open the first drawer, manually adjust the metal filing divider, and inspect for hidden files. Fully extend each drawer to check the rear cavity for fallen documents.
3. Custodian Declaration: Once verified empty, tape a post-it note to the cabinet exterior signed with the technician’s name and the completion date.
4. Quality Assurance (QA) Verification: The Project Manager (PM) will perform an independent maximum-extension drawer inspection. Upon approval, the PM will log the date/name into the Master Ledger, seal the cabinet with mover’s tape, and tag it as “Ready for Move” to secondary market sales.

3. Technical Scan Settings & Hardware Workflows

• Authentication: Authenticate to the local workstation and navigate to the dedicated network shared drive owned by the respective sales agent.
• Hardware Interface: The desktop document scanner transmits data directly to the local laptop via an Ethernet connection routed through a secure KVM hub infrastructure.
• Media Handling Rules:
  • Standard Loose Paper: Insert stacks no thicker than 0.25 inches, head-down and facing away from the operator.
  • Bound Sales Documents/Books: For documents under 5 pages, utilize a handheld staple remover. For documents over 5 pages, remove staples using a diagonal corner-cut technique. Comb-bound or spine-bound items must be processed using the heavy-duty paper cutter in increments of 10 pages or fewer to prevent blade drift. Residual binding materials must be immediately discarded into the dedicated yellow disposal bin.
  • Handwritten Documents: Process via the mailroom flatbed copier. Place original face-down in the upper-left corner of the glass. Conduct a legibility inspection and adjust scaling parameters until clear. For double-sided processing, utilize a manual duplex technique: load the single-sided printout into the top paper bin face-down and scan the reverse side onto the identical sheet.
  • Tattered/Fragile Media: Tape the entire leading edge smoothly across a standard white backing page to brace the paper path, or utilize the flatbed copier for multi-page replication.

4. Document Indexing & Logical Storage Hierarchy

1. Contract Prioritization: Locate the Signature Page and the Declarations Page. Orate the file images so the Signature Page occupies the top-left position (Page 1) and the Declarations Page sits directly to its right (Page 2). Contracts must remain the foundational documents of the electronic file.
2. Logical File Transfer: Expand the left-hand navigation directory pane to locate the matching client folder. Highlight the validated images in the right-hand pane using the Shift key selection method, execute a Cut-and-Paste or Drag-and-Drop command into the target directory, and verify the transfer by double-clicking the folder. Commit changes by selecting “Save” within the File ribbon interface.
3. Physical Disposal: Immediately transfer processed physical files to secure corporate recycling infrastructure. Drop standard paper assets into the locked recycling bin; transfer tattered or specialized non-standard items into the locked trash bin.

5. Operational Performance Indicators (KPIs)

• Standard Target Rate: 1.0 linear inch of physical documentation processed per hour.
• Adjusted Complex Target Rate: 0.75 linear inches per hour (applicable during high-density bound or double-sided document processing).
• Daily Production Mandate: Minimum of 6.0 linear inches of documentation processed and securely disposed of per shift. Any downward performance deviations must be reported immediately via email to the Office Manager for roadblock mitigation.