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January 2011: In This Issue
Dear Records Manager, This month, we go back to the basics and take a look at building a foundation for your RM program. Whether you want to organise your physical files or set up a filing structure, our toolkit covers the things you need to keep in mind. 1. New to Records Management? Let’s Get Started! Get the tools you need to optimise your records management system.Having the right building blocks in place is essential for creating a successful records management program. From managing your physical files to optimising your existing space, engineering a strong base is an integral first step. To help, we’ve put together this toolkit which outlines some basics to keep in mind when thinking about your RM program. Whether you want to get your filing system up and running or just want a refresher on the fundamentals, this toolkit will help you get the most out of your RM system. Tool 1: Assess Your Filing Situation Are you having trouble keeping track of your files? Is it taking forever to locate and retrieve records? If you are losing documents or it’s taking too long to find information, your records management practices need a tune-up. Use this assessment to help you determine:
Tool 2: Optimise Your RM Program with Colour Coding Colour coding is an easy and simple way to get your records management program into shape. More importantly, it can help you combat RM challenges that hinder day-to-day business functions. These include:
Tool 3: Space Planning in RM: Doing More with Less Rising real estate costs. Expanding records collections. It’s a challenge for records managers to house their files on a tight budget. How can RM staff optimise their existing space to deal with these difficult business realities? This tool will help you get the most out of your filing room space. You’ll get tips on:
2. RMS Allows For Improved Risk Management and Easier Access How do you manage over three million documents during a large move and ensure staff across multiple branches have easy access to records collections? This was the RM challenge employees in the Loan Department at Monroe Bank faced when they had to relocate to a new building. The answer? A records management software solution that would amalgamate the Loan Department’s files into one easily accessible electronic location.The financial institution decided to go with TAB FusionRMS because it was simple to use, allowed staff to scan, store, track and share documents, and would help the financial institution meet stringent regulation requirements. Read about how our TAB offices in the U.S. helped Monroe Bank manage over 3.3 million documents, improve retrieval times and decrease compliance risks. 3. Planning an Office Relocation in 2011? Datafile can provide a storage and filing roadmap for your project.Datafile works closely with clients, Architects and Project Managers to provide a clear and defined roadmap centered on your storage and filing requirements. Our experienced team conducts storage and filing audits to understand your current landscape and work within project and budget parameters to reach the goals of the new facility. The end result is a 100% assurance that storage has been accurately procured and records that are deemed active are relocated and correctly positioned in sequence order. Regardless of the size or complexity of your project, the Datafile Team can successfully pave the way. Please contact one of our representatives for more details; the earlier we understand the requirements of your project, the greater your benefits will be! 4. Save Time and Money—Order Online! Get the Datafile products you want quickly and easily with our online ordering site. Whether you’re looking for a software solution or need to stock up on your favourite labels and folders, getting the supplies you need to meet all of your RM requirements is a breeze. Existing Datafile customers can sign up for an online account and get started right away—it’s that simple! You can order supplies online, download our comprehensive catalogue and get more information on our products. Not sure what to get? One of our representatives will be glad to help! Sign up and start ordering today! 5. What Your Colleagues are Reading Want to know what your colleagues are reading? These are some of our most popular recent downloads:7 Tips for Developing and Applying a Functional Classification System Functional classification is a great way to get the most out of your records management system. This tool will cover 7 things you need to keep in mind when developing a functional classification system. You’ll get tips on things like:
A Toolkit for Efficient Paper Filing With a large number of factors such as retrieval time, compliance and space utilisation to consider when filing your paper records, it’s easy to feel overwhelmed. We’ve put together this toolkit which has four excellent resources to help you manage your paper records. It includes:
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