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June 2010: In This Issue
Dear Records Manager, Having an organised filing system that helps people get the information they need, when they need it, is a key function of any RM program. But as we all know, achieving this objective is difficult. Different people or departments may use different systems, collections grow, and new obstacles are always cropping up. And part of the problem is that solutions, like classification systems and retention schedules can seem complex and difficult to implement. So to help our readers who want to tackle this problem, we’ve created Six Simple Steps to Better File Organisation. We’ve also got a great explanation of functional classification as well as news on our recent software acquisition! 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. Six Simple Steps to Better File Organisation Is it sometimes difficult for people in your organisation to quickly get the information they need? Could your filing system be better?If so, we’ve got a great resource for you. We’ve put together six simple steps to help you better organise your files by putting the right classification system in place. Sound complicated? It doesn’t have to be. This resource will walk you through the process with clear, easy to understand instructions. You’ll learn what classification is and why it is important, and how to:
You can download this valuable resource here. 2. Functional Classification: What Are We Talking About? When it comes to organising files, a “classification system” is something that comes up often, but it can be a confusing topic. At Datafile, we know that a functional classification system is absolutely critical to the success of your RM program, so we’ve put together an explanation of what exactly it is, how it can benefit you, and how we can help you implement one. What is it? Functional Classification is important because implementing any kind of comprehensive records and information management program requires a common way of naming things. Your classification system provides a common way of grouping records, allowing for the clear identification of information and facilitating filing, retrieval and archiving. It is also essential that paper and electronic records be classified and retained appropriately to insure that your organisation is compliant with legislative and regulatory statutes. The Benefits It is the classification system that provides the basis for compliance, risk management, retention periods, security safeguards and other related issues. An efficient classification system also allows companies to minimise the risk of losing information, facilitates information sharing and communication, reduces the unnecessary duplication of documents, and can produce substantial timesaving in document retrieval and filing. How it Works After an assessment of your business activities and the electronic and physical records that support those activities, a classification scheme is then developed to better organise your information. To determine the appropriate classification system, Datafile conducts record inspections and interviews with key business groups to understand your organisation and the information you create. Unique business activities are identified and titled. Activities are then grouped together into functions to assist in the use of the classification system. This functional classification system will apply to every piece of information you create, identify records from non-records and classify like records across the organisation together. For example, contracts can be created, negotiated and signed in many departments throughout an organisation, but all would be classified as Legal Contract Management. So If you think your organisation could benefit from a Functional Classification system, we can help, just let us know. 3. RM Software: What is Right For You? Compliance, litigation and electronic records are just some of the factors that have organisations scrambling to get their records management program in order. For many organisations, the answer is software. But choosing the right software solution can be a difficult and confusing process, and our clients often want to know the best way to select a software solution. One Part of a Larger Solution The answer is to take a step back and recognise that software is simply a tool in your larger RM solution's arsenal. Simply buying and installing software won't make you compliant, but when used as part of a comprehensive RM program, it can help you get to compliance and much more. Only focusing on the electronic records can be limiting, because paper records continue to make up a large part of active file collections. So when you define how your records management software fits into the bigger records management picture, then you can make an informed decision that will be the right fit for your organisation. A Solid Foundation: Classification & Retention Every good RM program must start with an effective classification system. Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records including:
Once a classification system is in place, retention schedules must be applied to each activity and record type within your environment. Records retention establishes how long an organisation needs to keep its records. It is based on operational business needs, legal, and regulatory requirements. Retention schedules specify how long records must be kept as they progress through their organisational life cycle, including whether records are ultimately destroyed or archived. Enter RM Software With the classification and retention systems built, the real work begins. Each document must be evaluated to determine whether it is evidence of business activity and who is responsible for storing and maintaining the record. The classification system is then applied to the record, assisting in its organisation and determination of its retention characteristics. How Does RM Software Help? A good records management software solution incorporates your classification structure into the software. It uses the classification structure to apply retention rules and guidelines to records identified and stored within the database. As users store new content, classifications are selected and the software automatically links the retention rules to that particular piece of content. If retention rules change to a particular classification level, the designated user simply applies the new rule(s) to the classification level. Upon completing this process, the software will automatically update all records with the new change. This is an important consideration when selecting RM software as millions of records can be associated with a single retention rule change. Software & Compliance: Managing the Lifecycle Process Ultimately, building the classification system, applying retention and incorporating those principles into your RM software help you to manage the record lifecycle process. RM software will trigger dates for records to go from active to inactive and from inactive to destruction. RM software logs all of these activities to transaction logs so you can review activity and demonstrate, in the case of an audit, that policies and procedures were consistently applied. In the event of litigation, during discovery, you can use the software to perform a search for content identified as required by a discovery motion. You must be able to place a "legal hold" on all of that content applicable to the discovery motion overriding the applied retention rules until the hold is removed. This protects you from further exposure by destroying documents that should be available by order. Partner With Someone Who Knows RM Part of the process in choosing software should be carefully selecting a provider with a comprehensive knowledge of records management and its application to RM software tools. Because the effective long-term use of your software is tied to having the right records management structure in place, working with someone who understands both records and software is critical. A company that only sells software but lacks knowledge of records management ultimately will be challenged in assisting you in applying the software to effectively manage your organisation's governance requirements. We Can Help At Datafile, we take a holistic approach to the RM software question. We think that the way to provide you with the best software choice is to first look at your entire records situation, paper and electronic, and from there determine how the software will fit into the organisation, what the business issues are, which workflows need to be solved, and then customise a solution to fit your organisation's requirements. Our new Smeadsoft software is robust and flexible enough to deal with any records management issue, either paper or electronic, that your organisation may have. Datafile Consulting Datafile's consulting group is skilled at building functional classification systems based upon ISO15489 standard and researching and applying retention to the classification. Once your RM software is purchased, our RM software business analysts effectively apply records management principles and processes in building file structures, naming conventions and applying retention effectively within RM Software. If you would like to know about how Datafile can help you get to compliance and become efficient by deploying RM Software, please contact us. 4. Datafile Acquires Smeadsoft Records Management Software Suite Datafile is very pleased to announce at the end of April we acquired the SmeadSoft product suite from Smead Manufacturing Company. Long considered the industry’s gold standard for tracking electronic and physical files in a single solution, the Smeadsoft product suite includes its complete line of Records Management software solutions as well as its acclaimed Paper Recordkeeping software. The suite includes specialised solutions designed for businesses, governments and police departments. “Enhanced software solutions are a critical component to help solve today’s records management challenges,” said Bill Graham, President of TAB, and Datafile’s US Headquarters. “The acquisition of the Smeadsoft product suite will further enhance our existing software offerings and will be particularly useful for organisations that want to track both their electronic and physical records in a single comprehensive solution.” Existing Smeadsoft clients and resellers welcomed the news of their new association with Datafile. “Our SmeadSoft Records Management System as installed has proven itself time and again. We rely on it heavily for our daily operations and the support has been outstanding. We look forward to getting even more from Datafile,” Glyn Moore of Ideal Chemical, client of SmeadSoft Records Management System. Clients will be kept apprised of enhancements to the service and support offerings for the SmeadSoft products including an expanded set of software options and integration with existing Datafile software offerings. “This expanded Datafile offering presents a number of exciting new opportunities for existing SmeadSoft users and existing Datafile clients,” said Billy Mitchell, Director of Technology Products and Services for TAB US. “Existing SmeadSoft users can expect the same level of platinum service they are accustomed to coupled with a number of Datafile service products which will allow them to get more value within their RMS programs. Globally, all clients will benefit from the additional availability of the SmeadSoft products seamlessly integrated with existing Datafile solutions.” 5. What Your Colleagues Are Downloading
File Retrieval Assessment ToolStruggling with lost files or long retrieval times? This tool can help!We’ve worked with hundreds of organisations over the past 50 years to help them solve their file retrieval problems, and we’ve used that experience to develop this useful tool. Answering these questions will help you identify the root causes of any retrieval challenges you may be facing, and get you thinking about potential solutions and what those might look like for your organisation. You can walk through this diagnostic tool on your own—or call one of our records management experts to help. You can download it here. Datafile Guide to Smarter StorageWant to make smart buying and design decisions when it comes to storage? Now you can!At Datafile, we have deep experience in helping organisations get the most out of their storage solutions. We've put that experience into a guide designed for those who want to enhance and expand their current filing storage system. This resource will help you:
Download this valuable resource here. |
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