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August 2010: In This Issue
Dear Records Manager,
Filing and retrieving paper documents is still the heart and soul of most records environments, and making sure your filing system facilitates quick and efficient retrieval is critical to the success of your business. Why? Because your records contain the information your organization needs to function. This month, we bring you a toolkit to help you ensure that your filing system is performing at optimal levels, all the time! We’ve also got a great piece on how you can properly audit your offsite storage boxes! We value your feedback. If you have any questions, or want to discuss any of the issues raised in this newsletter, please get in touch! Regards, TAB Canada 1. A Toolkit for Efficient Paper Filing  File retrieval time. User efficiency. Space Utilization. Security. Compliance. There are so many elements to consider when it comes to filing your paper-based records that the overall efficiency of your system can suffer. So we’ve designed this tool kit to make sure you are covering all the bases and getting the most out of your filing system. Tool 1: Strategies in Centralized Filing Bringing your smaller records collections together is a great way to improve user efficiency, space utilization, security, and legislative compliance. But is it right for your organization? This white paper will help you find the answer, as well as providing great “how to” strategies and tips for centralizing your files. Tool 2: Customer Story: How Automated Colour Coding Saved 250K If you could free-up all of the resources your organization currently uses to label files, would you? When TAB put this question to the management at a major financial institution, the answer was a resounding "yes." Find out what we did for them to help them save upwards of $250,000 a year! Tool 3: Paper File Retrieval Assessment Tool If you cannot locate the information you need right away, then you're not managing your records, they’re managing you! This tool will help you diagnose your paper based file retrieval issues and improve how you currently use and store information in your organization. Tool 4: Custom Folder Guide How well are your current files performing? Getting the folder that meets your needs goes a long way to making sure your filing system is as functional as possible when it comes to workflow, retrieval, and security. This guide will help you evaluate your current files and give you options that can turn your files into first rate records management tools. Get this valuable resource here. 2. Announcing TAB's Offsite Box Audit Service Imagine: 9,000 boxes of inactive records stored offsite with three different vendors. That’s what happened at one company, and because they didn’t know what was inside all those boxes, it added up to being a very expensive headache.How many boxes do you have sitting in offsite storage? Do you know what’s in each of them? What you might be missing Approaching offsite storage with an “out of sight, out of mind” attitude can quickly turn into a costly problem. Organizations with unidentified or poorly identified boxes expose themselves to several business risks:
What is a box audit? TAB’s proven methodology will verify what’s in each records box, and determine what action is required:
Keep only what you need, know what you have In addition to reducing your organization’s exposure to litigation and compliance risks, a thorough, professional box audit will also directly save money by:
By properly identifying your offsite records, you can reduce exposure, save costs, and be ready for any organizational changes. It all starts with knowing what’s in the box. If you’d like to learn more about how TAB can help you know what’s inside your offsite storage boxes, contact us. 3. tabZEROfile: the Green Folder Option! With tabZEROfile we’ve created a truly "environmentally friendly" product. We took a holistic view of the product manufacturing lifecycle, including packaging, transportation and disposal, and the result is a 100% recyclable, carbon neutral, acid free folder made from Sustainable Forestry Initiative (SFI) certified products. Even the packaging is recyclable and reusable!tabZEROfile is the perfect folder for organizations that are doing all they can to reduce their impact on our environment. And the good news is that this folder is the same price as a standard folder! Learn more about tabZEROfile and get a FREE SAMPLE. 4. What Your Colleagues are Downloading Want to know what your colleagues are reading?These are some of our most popular recent downloads: Risk Management Action Plan: Disaster Recovery and Vital Records in a Hybrid RM Environment Will your records management program help your organization resume operations in the wake of a large scale disaster? Protecting your vital records is the best way to ensure business continuity in the event of an emergency, but you can't just deploy a standard toolkit of safeguards. Your approach needs to take into account the requirements of the records and the risks involved. This process can be complicated, and has been made more so with the emergence of the "hybrid records management environment", where more and more file collections mix paper and electronic records. The good news is that like many challenges, the combination of vital records and hybrid record-keeping also brings opportunity. This Risk Management Action Plan details 7 steps for seizing that opportunity. You’ll learn how to:
Tips for a Green RM Program Good environmental practices are great for business, and your RM program is no exception. It just makes sense to develop an environmentally sound records management program that manages paper, electronic and other media across each phase of their life cycle. This valuable resource will help you get there. You'll get tips on:
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