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May 2009: In This Issue
- Top 5 Downloads so Far in 2009! »
- Roadmap to Compliance Series: Implementation Elements »
- TAB Consulting Services: Records Retention »
Dear Records Manager
Our RM resources continue to generate a great response from our readers, and as we near the halfway point of 2009, we've compiled the Top 5 Most Popular Downloads to date. You can add them to your resource library, catch up on what you missed, share with others, or simply brush up on the useful tips and data we've shared with you!
And this month we conclude our look at the Roadmap to Compliance with a look at Implementation Elements, the tools and practices we use to get our clients to full compliance!
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
1. Top 5 Downloads so Far in 2009!
In each edition of OnRecord we offer you free download access to an informative records management guide, whitepaper or tool. Written by TAB's experts this original, thoroughly researched material is straight from the front lines of RM and the resulting resources represent the 'state of the art' in our field.
Here are the 5 most popular downloads so far this year:
TAB Guide to Smarter Storage
 Want to make smart buying and design decisions when it comes to storage?
This guide is a product of our deep experience in helping organizations enhance and expand their current filing storage systems. Find out how you can:
- Determine your current and future needs
- Purchase the right equipment
- Make informed design decisions
- Control the cost of storage enhancement
- Determine ROI
You can download it here.
8 Ways to Protect and Secure Your Paper Records
 Want to make smart buying and design decisions when it comes to storage?
The list of things that can destroy your paper records is long, from natural disasters to theft. Fortunately, there are a number of steps you can take to protect your vital information from destruction.
We've put together 8 tips to help you understand the range of options available and ensure the integrity of your documents and files, including:
- Off-site storage
- General storage tips
- Conversion options
- File room security
- Emergency planning
Get it here.
Taking the Risk Out of Records Retention
 You've got to be conservative when it comes to records retention, but keeping unnecessary records can expose your company to legal liability and wastes valuable storage space and resources.
Get completely clear on records retention basics with our free guide. You'll learn:
- What we mean by records retention
- How to get the benefits of records retention
- How to implement a retention schedule
- What to look for in your records collection
- Issues to consider
Download it here.
Electronic Folder Structure Needs Assessment
 This needs assessment tool can help your organization design and name electronic folders to comply with laws and find information faster and more reliably. Depending on where your organization is in this development process, these assessment questions can be used as either a check-up on current practices or a checklist of opportunities to add value.
The assessment addresses four key areas:
- Records management program support
- Structural design
- Content identification
- Maintenance and use
Download it here.
Tips for a Green RM Program
 Good environmental practices are good for business, and your RM program is no exception.
It just makes sense today to develop an environmentally sound records management program that manages paper, electronic and other media across each phase of their life cycle. This valuable resource will help you get there.
You'll get tips on:
- What to keep and how to store it efficiently
- Media recycling program
- Using offsite storage wisely
- Choosing environmentally-friendly products
- Getting to a "less-paper" office
- How to handle materials at the end of their life cycle
Click here.
2. TAB's Roadmap to Compliance Series:
Implementation Elements
 Last month we looked at the Inactive Collections Management, the last component in our Roadmap to Compliance. We will be offering our readers a full Roadmap PDF in an upcoming newsletter.
This month we conclude our Roadmap series with a quick look at some of the elements we use in implementing the Roadmap for our clients who want to become compliant while improving the efficiency of their RM programs, including:
- Electronic content management & RM software
- Conversions
- File moves
- File integration
- Imaging
- Inventory capture
- Merge & purge
- Ongoing management
Electronic Content Management & RM Software
These are electronic tools that manage both physical and electronic information, identifying the nature of the content along with where it is being stored. The data and storage structures created here are what provide increased availability and access to information for your users.
When it comes to ECM and RMS solutions, we act as a conduit between the technology and the user. We help the user adapt to the technical environment while also modifying the technical environment to suit the user.
We can also help you set up your solutions, by:
- Helping you determine the right structure and naming convention
- Defining the values of meta data for queries across your database
Conversions
TAB can help you transform your current document storage system into a highly efficient, secure system. By streamlining your existing filing practices, you can realize efficiencies in time, space and cost. We can help you with new folder structures as well as document level decisions, like:
- Separating content at the file level
- Handling privacy issues
- Avoiding duplicate documents.
TAB can also facilitate a switch from one storage type to another - such as drawer file cabinets to lateral filing.
And we're well equipped to guide you through the challenging process of folder conversion - top-tab to color-code side-tab, for example, for greater efficiency.
Throughout the consolidation or conversion, we'll take care of all sorting, validation, and filing of your documents into the new system with speed, accuracy, and minimal disruption to your business.
File Moves
File moves are a challenge for any organization, for the simple fact that files can't be treated like furniture.
To successfully move files, whether that means collections within the organization, or relocating entire collections to a new location, you need to bring a wide range of RM practices to bear.
Our experienced team of professionals will ensure that your file move is done quickly and accurately, with minimal disruption to your business, keeping your documents accessible and secure throughout the process.
In fact, our experience enables us to complete your move more efficiently than could be done with your in-house resources.
File Integration
Many organizations have many different records series that are organized in different ways. We can show you how to consolidate these into a single, centralized system that eliminates duplication and confusion. This presents a great chance to conduct a "merge and purge" guided by your corporate governance model.
Imaging
Converting your physical records to electronic format is an excellent way to recognize retrieval, storage and usage efficiencies. It gives you the ability to automate the process of indexing, retrieving, storing and maintaining your information. But to get the full benefit of this technology, the process needs to be tied right back into your RM program. In other words, anyone can scan a document, but can they help you retrieve it after it is scanned?
And to be truly effective, the conversion has to be structured to the needs of your users if they are to accept and properly use it.
TAB's Imaging process converts your documents within your existing RM framework, and takes into account the needs of the people who will use the system on a daily basis.
Inventory Capture
Deploying an electronic tool to manage your records, whether it is RMS or ECM, isn't simply a matter of data entry. What information goes into these tools, and how it goes in, impacts how efficiently you'll be able to search your database. So it isn't just what is on the folder label, but rather what is in the documents, things like creation and expiration dates, that should be put into the software to facilitate effective identification and retrieval.
TAB can conduct a complete inventory for you, approaching the project from an RM perspective. When we look at defining fields in software, we know we are looking at future use, not just a data entry project, because all of this data must have a purpose.
Merge and Purge
Organizations involved in mergers and acquisitions often have to consolidate filing systems into a single collection of records. This is best done by:
- Evaluating the organization of the collections
- Designing best practices
- Comparing the collections
- Merging files, eliminating duplicate or out of date files
By going through your collection and looking for duplicates both at the file and document level, we can make your collection as lean and efficient as possible, eliminating unnecessary storage requirements in the process.
Ongoing Management
After a Records Management program has been designed and implemented, TAB offers a number of services to keep your program current and running smoothly, including:
- File room outsourcing
- Client site management
- Near site storage
TAB outsources the management of active filing operations at the client site or at a near site TAB facility. Issues like operational costs, turnover, business focus or file room inefficiencies cause organizations to use TAB to manage active filing collections at the organizations facility or open valuable staff and collaboration space up by sending those collections to a TAB near site location.
Implementation and the Roadmap
To find out more about how the implementation elements work with the Roadmap, or to get more information on any of the above services contact your TAB rep or call us at 1-888-466-8228
3. TAB Consulting Services: Records Retention
 Want to ensure the compliance of your records storage while reducing the volume of your collection?
The best way to do this is through implementing a retention schedule, which will help you:
- Control records growth with an approved timeline for disposal
- Reduce storage costs by up to one-third or more
- Facilitate and accelerate day-to-day retrieval of records
- Minimize the risks and liabilities associated with document retention
- Insure you meet all legal and administrative requirements
- Limit your exposure to litigation and its scope of discovery
What is a retention schedule?
A retention schedule establishes how long an organization needs to keep its records as they progress through their organizational life cycle, including whether records are ultimately destroyed or archived.
TAB Consulting Services can help design and implement the records retention schedule that is right for your organization, either as a standalone exercise or as part of a larger RM program consultation. We can then make recommendations on the best practices and equipment to help you store the remaining records.
How it works
The process starts with the development of a proper classification scheme to insure that your records are compliant with industry and legislative regulations.
We then conduct extensive legal research into the legal requirements that pertain to your business activities and resulting records. Legal citations and operational requirements are then evaluated and retention periods are applied to the activities identified in your functional classification system.
Mapping the retention schedule to the classification system allows for the identification of all your records, what you have and where they are.
At the same time, we develop comprehensive programs outlining everything from duplication and dispersal requirements, through storage and access restrictions to the eventual destruction of records no longer deemed vital as outlined by a retention schedule.
Final disposition
TAB can help you at each stage of a record's lifecycle. As records reach the end of their lifecycle, the policies and procedures we have implemented for your organization clearly outline the responsibilities and activities for their final disposition.
The retention schedule, based on your specific compliance requirements, will outline what files can be disposed of safely, minimizing your risk and insure that you do not pay for unnecessary storage.
Be TAB SMART
Our TAB SMART (Streamline. Manage. Access. Retain. Toss.) program works in conjunction with the retention schedule to help your organization reduce the amount of material it retains, and leads to lower costs for both on and off-site storage. We'll take you through a process of reviewing your records and determining which are not essential. By eliminating non-essential documents, both paper and electronic, we will help you to decrease storage costs and increase employee productivity.
For more information on how TAB can help you with records retention and reducing your on-site storage costs, call 1-888-466-8228 or complete our response form.
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