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July 2010: In This Issue
For most of us, having to manage both electronic and paper records in the same environment is now a fact of life. The success of electronic formats has meant widespread adoption, while the volume of paper records continues to grow. The result is a hybrid environment of record formats that poses a unique set of challenges for records managers everywhere. So what’s the best way to meet this challenge? Our solution was to create a Toolkit for the Hybrid Environment, available for free download this month. We also have a great Records Management Glossary for you, just click the link for your free pdf and this handy resource is yours! 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, Datafile 1. Toolkit: Managing the Mix of Paper and Electronic Records Are you finding managing electronic and paper records in the same environment to be a challenge? You aren't the only one. The increasing emphasis on electronic records in our field is undeniable. A recent Datafile survey found that over half of the respondents had replaced at least 20% of their files with electronic records, at a time when paper record volumes continue to grow. In the same survey 20% of organisations reported that over 60% of their record collections were a hybrid between paper and electronic. This “hybrid” environment is creating a "two-headed" beast that presents new records management challenges, and to help you meet them we’ve put together this useful toolkit. Tool 1: Tips for Managing Electronic and Paper Files in the Hybrid Environment Applied as part of a comprehensive records management solution, the techniques and tools discussed here can help your organisation thrive in both the paper and electronic worlds, bringing the two together in one value add for your organisation's business. Tool 2: Disaster Recovery and Vital Records in a Hybrid RM Environment: A Risk Management Action Plan This tool looks at risk management in terms of collections that mix paper and electronic records, detailing 7 steps for assessing risk in this environment and creating a plan to protecting your vital records. Tool 3: 5 Tips for Selecting and Implementing RM Software in the Hybrid Environment Looking for a software solution to handle both paper and electronic docs? We've put together five tips to help you select and implement software in the hybrid records management environment. Tool 4: Enterprise Content Management vs. Records Management Software: What's the Difference? The marketplace is full of software that will manage your records content, improve information access, as well helping with risk management, compliance and any potential discovery process, but the options can be confusing. This resource will guide you through the basics of ECM vs. RMS and help you select which is right for you. Download the entire Hybrid Records Management Toolkit here! 2. FREE Records Management Glossary Have you ever come across a records management term and weren’t exactly sure what it meant? Don’t worry, now you can look it up in our free glossary!The truth is that in our field there are a lot of different terms, acronyms, and phrases that get used and it is not always easy to keep track of them. Some are unique to records management, and some are imported from human resources, government agencies and so on. So to help you stay on top of RM language, we've put a set of terms and definitions that you can download and keep for reference when needed. This month, our resource covers A to E. Look for our F to Z glossary in an upcoming issue! Get the FREE Records Management Glossary here. 3. Now Datafile Offers You Even More Records Management and Tracking Software Datafile is proud to have recently acquired the SmeadSoft suite of tracking and records management software solutions. For clients who understand that leveraging technology is a highly efficient way to track, manage and secure their critical records, these products are the industry gold-standard. The SmeadSoft solutions fall into two categories: physical record tracking, and records management systems. Physical Tracking The physical tracking solutions are designed to track paper files, or other physical objects throughout their lifecycle. The solutions offer a wide range of ways to manage and track records, including barcode tracking. The physical tracking solutions include:
The SmeadSoft Records Management Systems (RMS) include all of the functionality of the physical tracking solutions with the added functionality for tracking electronic records. Additional functions, including imaging, allow organisations to track, manage, secure and maintain their physical and electronic records in a single, unified, easy-to-use solution. The records management solutions include:
If you would like to find out more about how Datafile can help you deploy technology for better records management, please contact us. 4. tabZEROfile Products Just Got Greener! How did we make a green product even more eco-friendly? By replacing recycled paper with paper that comes from a sustainable forest.Why? If you factor in the fuel consumption and CO2 emissions associated with transporting recycled paper to the mills, as well as the energy consumed reprocessing the material, recycled paper just isn’t as environmentally sound as newer solutions. So now we make tabZEROfile with SFI Sustainable Forest Initiative certified paper products. They are carbon neutral and come from recognised, responsible forest sources that are managed to the highest environmental stewardship standards. If you want to help your company be as eco-friendly as possible, take a look at tabZEROfile. 5. What Your Colleagues Are Downloading
Demonstrating ROI for Records Management InitiativesNeed to show the ROI on your RM Program? This guide tells you how!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:
You can download it here. Myth Busting: A Records Retention Action PlanUnsure why, when and how long to retain records? Want to know the best way to develop a retention plan? Records retention scheduling plays a significant role in an effective RM program, but unfortunately, myths and misconceptions about retention are common.Without the proper level of due diligence, ad hoc decision making and vague assumptions about retention can threaten an organisation's compliance with legal and business requirements, putting you at risk. Bust the myths and get the facts on records retention in this must-have FREE download. You will learn:
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