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January 2009: In This Issue
Dear Records Manager,A recent AIIM survey concluded that when it comes to records management programs, short-term ROI trumps everything. In today's financial climate, the pressure is on records managers to show a fast return on investment, and to help you do that we've put together an excellent Guide to Demonstrating ROI for Records Management Initiatives. We used the results of our November ROI survey as a basis for the whitepaper, so we think you will find it very useful! This month we are continuing our Roadmap to Compliance series with a look at Corporate Policy and Procedure Development. This is the 'who' component of our Roadmap approach, and is the most important piece of any records management program. 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, 1. Demonstrating Return-on-Investment for Records Management Initiatives
We'll give you a strategy for demonstrating records management's ROI based on hard and soft dollar revenue flows, reduced risk and improved long-term returns. A recent survey of OnRecord readers identified three main sources of hard and soft dollar return on investment for records management initiatives:
We'll examine these three objectives in light of basic ROI principles, focusing on those records management approaches which can help optimize that investment over time. Download this invaluable resource here! 2. Green RM: What Are Your Priorities?
Whether it is for cost savings, regulatory compliance, or increasing consumer and shareholder confidence, more and more companies are going green, and RM as a discipline is well placed to make a significant contribution. We'd love for you to tell us about your organizational priorities for RM and the environment, and we'll share the results with you in an upcoming issue of OnRecord. 3. TAB Roadmap to Compliance Series: Corporate Policy and Procedure Development
In the last issue we looked at Retention Schedules, the second pillar and the "why" portion of our approach. This month we examine the final pillar in the Corporate Governance Model, Corporate Policy and Procedure Development, the all important "who" component of the Roadmap. Why You Need It A detailed policies and procedures manual is perhaps the most important aspect of a records management program. Managing corporate information through oral procedures, random resolutions, and proprietary decisions can lead to confusion, inefficiency, and will not stand up well under legal scrutiny. How it Works The policy manual outlines the high-level responsibilities of the user community as dictated by the functional classification system and retention schedule. Policies and procedures are developed to clearly establish what types of records are included in the program, who is responsible for various activities and who authorizes certain actions. Essentially, it is these policies and procedures that define how to maintain the functional classification system for your organization. The Benefits Establishing what type of records are to be included in a program, as well as who is responsible for what can be a very important factor should the program be called into question during litigation or during an audit. If there is a most efficient methodology for completing a certain records management task, it is imperative that all people are made aware of that methodology. A policies and procedures manual can make this possible and will evolve as new external elements and conditions impact the organization. If procedures are not written down and periodically reviewed, they will not be followed. It is essential that the policy for records and information management be authorized at the highest level practical within the organization. By documenting who is accountable for what, and how things are to be done, an organization strives to maintain and enhance its efficient records management practices. 4. What Your Colleagues are Reading
These are some of our most popular recent downloads: 1. Document Conversion Readiness Tool If you are thinking of converting your documents into an electronic format via an imaging process, your RM program has to be ready. Answering the questions in this tool will help you:
This is an invaluable resource for anyone who is thinking of enhancing their records management capabilities with an imaging program, and you can download it here! 2. How to Secure Budget in the Downturn Tough times are an opportunity to raise the profile of your program by helping meet your organization's risk management and business efficiency goals. We've put together a great guide that will show you how your program can play a role in addressing the challenges of the new economic climate, and how you can communicate this value. We'll look at handling:
5. Get Your Imaging Program Going with TAB's Imaging Services
Converting paper records to digital images lets your organization realize major efficiencies by helping to automate the process of indexing, retrieving, storing and maintaining your records. Imaging Benefits
Avoid Imaging Pitfalls Many organizations are hesitant about imaging because of perceived technical difficulties and cost issues. Our trained staff of imaging professionals can help you avoid the pitfalls of imaging by ensuring that you are scanning only what you need. They will analyze your current environment, make recommendations for changes and improvements and provide the planning, tools, staffing and management to implement the recommendations. Whether you need consulting services, outsourcing, project support or back scanning, TAB will use our tested project management process to ensure success. For more information on TAB's Imaging Services, call
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Need to show the ROI on your RM Program? This guide will tell you how to do that!
Is your organization doing something to protect the environment? If not, should it be?
Our journey on TAB's Roadmap to Compliance continues!
Want to know what your colleagues are reading?
Document imaging is one of the most effective records management tools available, and we can help you get the full benefit of this technology.