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March 2009: In This Issue
- M&A Records Intake Assessment Tool »
- Roadmap to Compliance Series: Policies & Procedures for the End User »
- Merging, Moving and Converting Collections - TAB File Management Services »
- What Your Colleagues are Reading »
Dear Records Manager,
Right now, corporate merger and acquisition activity is on the rise, and it can have a significant impact on the records management programs of the organizations involved. For our readers who may be facing an M&A situation now or in the future, we've created an excellent Intake Assessment Tool to help you incorporate new file collections seamlessly and without risk.
This month we continue our Roadmap to Compliance series with a look at Policies and Procedures for the End-User. This is the "how to" component for implementing the governance model, and it is critical to ensuring your organization reaps the benefits of your RM 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,
TAB
 What is the best way to handle incoming file collections during a merger?
Determining whether newly acquired records are subject to standard RM controls, and if those controls are consistent with your own, can be an enormous challenge. You need to be proactive about addressing the legal requirements, business risks and practical concerns associated with new collections.
We've put together an Intake Assessment Tool to help you do this, designed to be used in conjunction with our guide to Best Practices for Mergers and Acquisitions.
Using the answers and action items generated by completing this tool will ensure that new collections don't ensnare your RM program in undue risk, redundant documents, and inconsistent application of standards.
This assessment will help you with:
- Intake planning: identifying all collections to be acquired
- Program assessment: standardizing controls across all collections
- Collection-level audit: identifying gaps
- Action plan: action items to address gaps
Download this invaluable resource here!
2. TAB's Roadmap to Compliance Series:
Policies & Procedures for the End User
 Our next step on the Roadmap to Compliance is policies and procedures for the end user, following on from last month's feature on the TAB SMART program.
This is an important "how to" component in implementing the governance model. It complements corporate policies and procedures and strengthens your program by assigning the governing standard for managing your program. It also defines how to maintain the program's classification system at the departmental level.
Just as it is at the corporate level, a detailed policies and procedures manual is perhaps the most important aspect of maintaining a records management program at the user level.
How is it different from corporate policies and procedures?
It's simple: a manual for the end-users represents a guide for the practical and appropriate application of your corporate policies and procedures regarding the management of your information. At the same time, it establishes the responsibility and processes for individual users to manage the information that they own.
Why it matters
Having appropriate, practical policies and procedures relating to the management of your organization's information helps the user community know what records they own and are responsible for. It also helps them understand the methodology for the storage, maintenance and potential destruction of those records.
The policies and procedures can serve as an excellent training tool for new staff and a source of reference for existing staff. This documentation is also crucial to review and update when your organization changes the way it controls, stores and processes information.
The manual should contain policies, procedures and guidelines on all of the components of a viable Records Management Program including:
- Policy statement
- Program objectives
- Record identification
- Application of the classification and retention schedule
- Record type (paper, electronic)
- Security
- Privacy
- Storage environment and structure
- Record maintenance
- Responsibilities: management and staff
- Updating the system
Benefits
A defined and documented policies and procedures program is what allows you to ensure your organization reaps all of the benefits of your records management programs. Not only does it outline expectations, authority and responsibility for your records management activities, it also ensures that your personnel will know how to properly treat records in the file creation, active and inactive phases of the records management lifecycle. Finally, it assures that information is available to appropriate users on a timely basis!
3. Merging, Moving and Converting Collections -
TAB File Management Services
 Is your company in an acquisition phase? Merging your operations into one location? Reducing the square footage of your facilities? Finding multiple filing systems inefficient?
Whatever the reason, in today's environment, chances are you will be faced with the tough challenge of moving and consolidating different file collections. This is a resource intensive proposition, and if it isn't done right, it can have a negative impact on your ability to operate.
TAB can help you merge, move and convert your files and filing systems quickly with minimal disruption - keeping your documents accessible to you throughout the process.
Moves
You quickly realize how important your documents are when you can't find them. And files aren't furniture, so why trust your files to movers or untrained professionals? We have the experience to move your entire collection safely and securely while keeping your documents accessible the whole time.
In the process we can help you streamline your collection by eliminating non-essential items. We can also help you consolidate your different collections!
Mergers
In every merger, management must ensure a smooth transition and show increased profit from the acquisition. One way to do this is to integrate and streamline the two companies' records management operations into one. TAB can show you how to successfully combine two organizations' information while reducing costs, minimizing disruption to your business and ensuring regulatory compliance.
Converting for increased efficiency
TAB can help you transform different document storage systems into a single highly efficient, secure system. We provide the people, methods and products to streamline your existing filing practices, so you can achieve efficiencies in time, space and cost.
We can show you how multiple file organization methods can be consolidated into a single, centralized system that eliminates duplication and confusion. TAB can also facilitate a switch from one storage type to another and guide you through the process of folder conversion.
Throughout the consolidation or conversion, we'll take care of all sorting, validation, and filing of your documents into the new system. That means peace of mind.
If you need help with a file merge, move or conversion, contact TAB.
4. What Your Colleagues are Reading
 Want to know what your colleagues are reading?
These are some of our most popular recent downloads:
1. Myth Busting: A Records Retention Action Plan
Unsure why, when and how long to retain records? Want to know the best way to develop a retention plan?
Because of the vital role that records retention scheduling plays in an effective RM program, it is one of the most talked-about topics in information management. 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 organization'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:
- How increasing reliance on electronic records affects retention issues
- Why the 'Seven Year' default rule is just a starting point - and is sometimes misleading
- Identify threats to these records
- What privacy regulations and Sarbanes Oxley mean for retention
- Why 'long term' and 'permanent' aren't synonymous
- How to make sure you are only keeping valuable records in your archive
- How to develop and implement a records retention plan
Download this valuable resource here!
2. File Retrieval Assessment Tool
Struggling with lost files or long retrieval times? This tool can help!
We've worked with hundreds of organizations 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 organization.
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.
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