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December 2008: In This Issue

1. The Top 5 Downloads of 2008 »
   
   
2. The TAB Roadmap to Compliance Series: Retention Schedules »
   
   
3. In Case you Missed it: Building a Better Folder the FORTIfile Way »
   
   
4. News: Taking Electronic Records Retention Management to the Next Level »
   
   
5. News: Congress Warns Against Records Destruction »
   
   

Dear Records Manager,

Throughout 2008 we've had great response to the RM resources offered. In this issue we've compiled the Top 5 most popular downloads from the past year, in one convenient place. You can keep them for your RM library, catch up on what you missed, share with others, or simply brush up on the useful tips and data we've shared with you.

And this month we feature part three of our Roadmap to Compliance series, with a look at the all important Retention Schedule. This is the 'why' component of our Roadmap approach, and a critical piece of learning for any organization trying to get to full compliance in 2009.

Please feel free to contact us with any feedback you have about this month's newsletter, or any questions you may have from any previous issues of OnRecord.

Regards,

TAB Canada

1. The Top 5 Downloads of 2008

Every month we offer a useful and informative gift to our readers: free download access to an informative guide, whitepaper or tool. Written by TAB's experts this original, thoroughly researched material is straight from the front lines of RM and the resulting resources represent the 'state of the art' in our field.

Here are the 5 most popular downloads from 2008. See what your colleagues zeroed in on this year!

Tips for Managing Electronic and Paper Files in the Hybrid Environment

If you find managing the hybrid environment a challenge, then this is the resource for you. We've put together five tips which, when applied as part of a comprehensive records management solution, can help your organization thrive in both the paper and electronic worlds, bringing the two together in one value add for your organization's business.

Tips include:

• Correctly identifying your files
• Establishing central control over the record's life cycle
• Identifying the official record
• Purging non-records
• Choosing conversion options

Download it here.

Taking the Risk out of Records Retention

You've got to be conservative when it comes to records retention, but keeping unnecessary records can expose your company to legal liability and wastes valuable storage space and resources.

Get completely clear on records retention basics with our free guide. You'll learn:

• What we mean by records retention
• How to get the benefits of records retention
• How to implement a retention schedule
• What to look for in your records collection
• Issues to consider

Download it here.

Developing A Records Retention Action Plan

Once you've mastered the basics of records retention, you need to develop a plan. What is the best way to do that?

Unfortunately, misconceptions about records retention are common. But a retention plan based on misinformation can threaten an organization's compliance with legal and business requirements, putting you at risk.

Bust the myths and get the facts on records retention with this excellent resource. In it, you'll learn:

• How increasing reliance on electronic records affects retention issues
• Why the 'Seven Year' default rule is just a starting point
• What privacy regulations and Sarbanes Oxley mean for retention
• How to make sure you are only keeping valuable records in your archive
• How to develop and implement a records retention plan

Download it here.

File Retrieval Needs Assessment

Are you managing your paper-based files…or are they managing you? With over 50 years' experience, TAB has invaluable knowledge and experience around retrieval. Ensure your filing system is operating at maximum efficiency with this useful assessment tool.

Download it here.

Electronic Folder Structure Needs Assessment

This needs assessment tool can help your organization design and name electronic folders to comply with laws and find information faster and more reliably. Depending on where your organization is in this development process, these assessment questions can be used as either a check-up on current practices or a checklist of opportunities to add value.

The assessment addresses four key areas:

• Records management program support
• Structural design
• Content identification
• Maintenance and use

Download it here.

2. The TAB Roadmap to Compliance Series: Retention Schedules

This month we continue on TAB's Roadmap to Compliance with a look at retention schedules.

Previously we looked at the Functional Classification System, the first pillar in the Corporate Governance model, the foundation of every good records management program.

Retention schedules form the second pillar of the Corporate Governance model, and this is the 'why' component of the Roadmap.

What is a retention schedule?

A retention schedule establishes how long an organization needs to keep its records as they progress through their organizational life cycle, including whether records are ultimately destroyed or archived. Retention schedules must be applied to each activity identified and documented within the functional classification system developed in the first step of the Roadmap.

Why do I need one?

A records retention schedule helps control the growth of records by providing an approved timeline for the disposal of records at appropriate periods. In fact implementing a sound records retention program can reduce storage costs by up to one-third or more. And reducing the size of your active collection helps facilitate and accelerate the day-to-day retrieval of records.

It also helps minimize the risks and liabilities that can be associated with document retention. Established records retention methods can insure that you meet all legal and administrative requirements and limit your exposure to litigation and its scope of discovery.

How it works

We conduct extensive legal research into the legal requirements that pertain to your business activities and resulting records. Legal citations and operational requirements are then evaluated and retention periods are applied to the activities identified in your functional classification system.

Mapping the retention schedule to the classification system allows for the identification of all your records, what you have and where they are. At the same time, we develop comprehensive programs outlining everything from duplication and dispersal requirements, through storage and access restrictions to the eventual destruction of records no longer deemed vital as outlined by a retention schedule.

The next step is to develop corporate policies and procedures, which we will examine in more detail next month.

3. In Case you Missed it: Building a Better Folder the FORTIfile Way

To mark the end of 2008 we're excited to re-visit one of our most popular products from this year. TAB FORTIfile folders perform exceptionally, saving your company money and time. They are the most durable records management file folder products available.

FORTIfile is reinforced with 'eternafilm'- an environmentally friendly protective coating that is applied over the entire folder's outer surface, increasing the strength and rigidity of every TAB FORTIfile product.

The TAB FORTIfile line of folder products includes file folders, pressed files, pressed classification files and expansion pockets in letter, legal and metric sizes.

Here's what you can expect when you work with a better folder:

Quicker file access

Segmenting groups of files by colour makes accessing files faster and easier - one colour for Human Resources and another colour for Marketing files. That's why all TAB FORTIfile products are available in seven vibrant colours: Azure Blue, Mocha Brown, Pearl White, Mint Green, Spring Yellow, Cranberry Red and Honey Brown.

Write on, erase and reuse

Durable TAB FORTIfile products are designed to be reused. Use pencil, pen or marker when first identifying the file - on a blank exterior matte finish or on a custom pre-printed form. When the folder contents can be destroyed, simply erase the writing and reuse the folder.

For more information on FORTIfile or any other TAB product, contact us.

4. News: Taking Electronic Records Retention Management to the Next Level

Steve Reneker has an electronic records retention program that would make most midmarket CIOs envious. Why? He's got one. Read more on how this CIO is managing the hybrid environment.

5. News: Congress Warns Against Records Destruction

The hubbub generated by the upcoming change of president could result in loss of valuable e-documents including websites and emails, the Congressional Research Service warns. As reported by Federal Computer Week magazine, a phenomenon known as 'midnight rulemaking' often results in last-minute regulatory activity that can have the effect of destroying or removing electronic records.

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