Retention Schedules-are you fully covered? Get Our FREE Toolkit!

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Datafile Guide to Smarter Storage » Conversion Readiness Needs Assessment »

Dear Records Manager,

The benefits of having the right retention schedule for your business are many.  But getting it right can present a significant challenge for any business. 

We’ve packaged up our records retention expertise into a helpful toolkit that covers everything from the basics to the more advanced application functions, and you can get it here.

We value your feedback. If you have any questions, or want to discuss any of the issues raised in this newsletter, get in touch.

Regards,

Datafile

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1. Datafile Resource: Records Retention Toolkit

Is your records retention schedule based on accurate information and requirements?

If not, you may be exposing your organisation to unnecessary business and compliance risks, while missing out on access and space savings benefits.

We've put together this toolkit to help you create and implement the right retention schedule while reaping all the rewards!

This toolkit contains:

• Tool 1: Records Retention Starter Kit
• Tool 2: Myth Busting: A Records Retention Action Plan
• Tool 3: Taking the Risk out of Records Retention

These resources will help you:

• Understand the basics of records retention
• Understand where you should focus your retention efforts
• Design and implement the retention program you need
• Reap the benefits of records retention

Download the toolkit here. 

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2. Professional Services: Datafile SMART (Streamline. Manage. Access. Retain. Toss.) »

If there was another way to reduce your storage costs and improve access to your information while minimising your risk, would you do it?

Of course you would.  So when you are thinking about your retention schedule, you should also be thinking about our Datafile SMART program.

Because the bottom line is that storage costs of unnecessary and inactive records represent a significant portion of a records management budget. DATAFILE SMART helps your organisation reduce the amount of material it retains, and leads to lower costs for both on and off-site storage.

We’ll take your employees through a process of reviewing their records and determining which ones are not essential. By eliminating non-essential documents, both paper and electronic, we will help you decrease storage costs and increase employee productivity. Streamlining the information available to employees improves retrieval time and access to your records.

The Datafile SMART program includes:

• Educating employees as to what is record vs. non-record material.
• Coordinating areas to accept materials that can be thrown out or recycled, centralised into a common filing area, or sent to inactive storage.
• Setting up a specific time to have all employees within a department or division to participate in a cleanup of their offices and central filing areas.
• Datafile professionals aid your employees in determining what material should be kept for record purposes.

For more information on the Datafile SMART program, call 1-800-503-453 or complete our online response form.

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3. What Your Colleagues are Reading

Want to know what your colleagues are reading? These are some of our most popular recent downloads:

Datafile Guide to Smarter Storage

Want 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:

• Determine your current and future needs
• Purchase the right equipment
• Make informed design decisions
• Control the cost of storage enhancement
• Determine ROI

The exercise of going through this guide will provide a starting point, a way for you to gather information that will help you match solutions to your needs, including often overlooked elements like workflow and security. Completing the exercise will illustrate how effective storage design can strengthen your overall RM program, saving you money, space and time!.

Download this valuable resource here.

How to Switch to Electronic Documents for Efficiency and Space Savings

Thinking of converting paper documents to electronic format? Using imaging to save real estate? Need to be more efficient with fewer staff? Then your RM program has to be ready.

Answering the questions in this tool will help you:

• Ensure your imaged documents meet record-keeping requirements
• Understand how your existing RM program can support an imaging and retention program
• Understand which records, once scanned, can be destroyed and which must be retained

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.