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July 2010: In This Issue
Dear Records Manager,
In this issue, we’ve put together the top three downloads so far from this year. This is a great chance to catch up on what you’ve missed or to expand your resource library! We also have a great video on large document storage, were you’ll learn everything from developing a proper filing system to proper storage equipment and techniques. 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. Download Highlights: The Top Three so far in 2010  In each edition of OnRecord, we offer our readers a free downloadable resource. Our experts use their knowledge and industry know-how to create dynamic and original content to help you meet whatever records management challenges you may be facing. Here’s what’s been the most popular so far in 2010: Toolkit: Managing the Mix of Paper and Electronic Files The reality for most records managers today is that any organization’s file collection is now hybrid mix of paper and electronic files. So what is the best and most efficient want to manage both types of records at the same time and in the same environment? We’ve created this toolkit to help you meet these new challenges in the “hybrid environment”. You’ll get the following resources: 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 organization thrive in both the paper and electronic worlds, bringing the two together in one value add for your organization'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 toolkit here! Records Retention Toolkit It is vital for your records retention schedule to be based on accurate information and requirements. If not, you risk exposing your organization to unnecessary business and compliance threats and miss out on improved access and space saving benefits. This toolkit will help you develop and implement the right retention schedule for your organization. You’ll get:
File Classification Made Easy Is your filing system falling short? Is it taking too long for employees to get the information they need? If so, we have a great resource for you. We’ve put together six simple and easy to follow steps to help you put the right classification system in place. You will learn what classification is, why it is important and how to:
2. VIDEO: How to Properly Store Large Documents When it comes to storing large documents such as maps and plans, making sure that they are easy to access while protecting them from damage can be a challenge. So what’s the answer? You need to have the right system and methodology in place. We’ve put together a step-by-step video which shows you how to make storing large documents simple! You’ll learn everything from developing the proper filing system and labeling best practices to proper storage equipment and techniques.  Watch it here! 3. Use 75% Less Space with TAB’s Large Document Storage System When the University of British Columbia (UBC), wanted a better way to store their large map and plan collections, they asked TAB to come up with a solution. UBC wanted to move away from using their existing rack and drawer system to a solution that was more user-friendly, easy to access and protected the documents from being damaged or lost. So we went to school and came up with our Large Document Storage System. Not only does this innovative system accommodate any large document such as maps, it also allows you to regain 75 percent of your file room space! In fact, it provides the same storage as three five-drawer traditional flat filing systems. Versatile Shelving The system’s open vertical shelving units are made up of both fixed and movable partitions, with deep, heavy-duty shelves. These shelves provide high-density storage, growth accommodation and easy access. Large, Light-Weight Folders Made from durable, corrugated cardboard and Velcro fastenings, the system’s folders are lightweight, easy to handle and protect against damage during storage or transit. They measure 45 by 38 inches and can fit documents as large as the E-size ANSI paper, as well as the most common document sizes used by architects and engineers. Better Labels For Fast Access This system uses large colour-coded labels. This makes organizing and accessing files simple and helps your organization down retrieval time and find the information you need, when you need it. Another Great RM Solution from TAB TAB’s Large Document Storage System is a great solution for any business that needs to store outsize documents. Our clients in the resource, architectural, public archive and government sectors have all had great results from the system. It is simple to use, affordable and protects your vital documents. For more information, call us at 1-800-417-8010 or visit our website. |
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