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    1. Four Tips: Using RM for Successful Systems Conversions How Datafile Helped SCU move to a new financial system Steinbach Credit Union (SCU) needed to overhaul its entire financial system—and fast. Its old system, CUBS, was going offline at the end of the year and they were implementing eroWORKS to replace it. Because of that, SCU needed a new RM process to accompany the advanced financial system, and Datafile was brought in to help make the transition quick and easy. We’ve put together four tips based on this project that you can use to help make a seamless transition to a new RM program during a major systems change. 1.0 Keep the right data As any RM professional knows, records collections often consist of copious amounts of data, documents and records. Transitioning to a new RM system is the perfect time to do some spring cleaning and vet existing data to clear any records you don’t need. This ensures only useful files and documents are being stored, tracked and managed. By conducting a comprehensive records audit, Datafile was able to clean up any duplicates and amalgamate all single documents that belonged to a member into one file. They then used a RM software solution to track the records and create labels for the new filing system. 2.0 Leverage RM software Customisable RM software solutions are an easy way to retain, manage and archive records during a conversion. They also offer advanced search capabilities that make locating and retrieving files a snap. Datafile’s RM software allowed Steinbach’s staff to search for records using both the old CUBS member numbers as well as the new eroWORKS numbers. They could also find information using a variety of search queries and terms. 3.0 Manage the change Managing change is a key element of a successful systems conversion. Ensure everyone is on the same page by developing a standardised RM process and extensively train staff in the new system. This mitigates the risk of records being lost or improperly filed. As with any major change, there was some apprehension around Steinbach’s new RM system. However, once staff learned the new program and realised how easy the software and filing system were to use, they were on-board. Staff quickly became comfortable with making labels and creating new records, and loved the ease and convenience of the software’s search function. 4.0 The Green Opportunity Be environmentally sustainable by determining what resources you can re-use during the conversion. Steinbach was able to reduce its carbon footprint and decrease costs by re-purposing existing folders. Datafile created a custom label template and matching index to be used with the old folders, along with developing a standardised label creation process for Steinbach’s file room. This ensured that the existing folders would be properly labeled and stored. Take a Deeper Dive If you want to learn more about how RM best practices helped Steinbach Credit Union make a smooth transition to a new business system, you can read the full case study here. 2. Increase Filing Efficiency with Our Conversion Services! The way you store and access your records can have a major positive impact on your organisation. By making strategic changes to your filing system and practices, you can improve access to information, facilitate employee collaboration, and reduce risk and lower costs. File conversions The process starts by understanding what records you currently have and how you use the information they contain. We will take an inventory of your current records collections, so you know what exists and what you are missing. The outcome of this process is the creation of a database of your current files. During a conversion, we will often apply bar codes to create a tracking system so you know where a file is. Bar code tracking also allows you to create an audit trail of who has or had a file in the past. There are many types of file conversion processes that we put in place depending on your exact requirements and objectives, including: Document Level Conversion We can take a jumbled collection of documents and standardise the way it is organised. During a document level conversion, our staff will audit and arrange file contents to ensure that all the necessary documents are present and grouped together in a consistent format. Those that are missing are identified and duplicates are eliminated. This ensures that you will have all the information you need with complete and compliant files. File Folder Conversion Making conversions at the folder-level is an excellent way to make your information more efficient. With over 60 years of experience with paper records, we can help you to design and implement a highly efficient paper filing system. This can start with a switch to a colour-coded, numeric system, which can reduce retrieval time by up to 40%, or converting your files from top-tab to side-tab for significant physical filing space savings. Consolidating File Collections Our experts can work with you to merge different file systems into one standardised system. This will give your organisation faster access, more control and better security when it comes to your files. Imaging and document conversions File conversions are a great starting point for organising your documents, but converting your physical records into electronic form can go a long way in streamlining your information retrieval processes. At Datafile, we offer the following paper to electronic conversion services:
To learn more about our conversion services contact us today and speak with one of our expert consultants.
3. TAB FusionRMS: Designed to Evolve with Your Needs Automating your records management processes can be a big investment for your organisation, and the last thing you want to do is replace your software as your business grows. So what’s the best way to avoid on-going expenditures as your needs change? The answer is to implement a solution that will evolve with your organisation. That’s where our FusionRMS can help. From adding new employees and functionalities as needs evolve to expanding your network across multiple locations, our software is designed to work with your maturing records management landscape. Take your system to the next level with new functionalities With FusionRMS, you can go from entry-level to enterprise-level capabilities without implementing new software. From adding internet-based access to on-demand labeling, updating FusionRMS is a breeze. Easily add new users Whether you need to add a single user or a vast network of employees from multiple departments, our software can easily extend to grow with your organisation. You can also create workgroups for even better user management. Accommodate E-records The increasing use of electronic formats is a reality for many organisations, and FusionRMS is designed specifically to help you handle the growth of e-records in your collection. Integrate with other software Our FusionRMS can be used in conjunction with other programs such as SAP or SharePoint® for holistic integration with your existing programs. Accommodate geographic expansion Our system will maintain optimal performance and usability if you ever need to expand from one concentrated area to multiple geographically-dispersed locations. The Smart Choice True system scalability comes from intelligent design. FusionRMS was developed to grow with your records management program by allowing you to add new application functionalities as needed. Visit our website to learn more about this breakthrough software solution. 4. What Your Colleagues Are Downloading Want to know what your colleagues are reading? Here are some of our popular downloads. Datafile Document Imaging Toolkit Imaging can have a huge positive impact on your records management program, from improving access and collaboration to saving you space. But, to be successful, you have to get everything right from the start. If you're considering document conversion, use our comprehensive toolkit to get the most from your project. It contains:
Electronic Folder Structure Needs Assessment Get better at designing and naming your electronic records folders With so many rules and business requirements impacting the storage of electronic records, it is no longer enough to click "save as", create electronic folders on the fly and use any name that comes to mind to store your electronic records. Business organisations need to systematically and proactively design electronic folder structures and effective naming conventions based on best practices in records management. This needs assessment tool can help your organisation design and name electronic folders. It addresses:
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