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May 2010: In This Issue
- Six Simple Steps to Better File Organization »
- Functional Classification: What are We Talking About? »
- TAB Acquires SmeadSoft RM Software »
- FREE Custom Folder Guide »
- What Your Colleagues are Downloading »
Dear Records Manager,
Having an organized 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 Organization.
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. Six Simple Steps to Better File Organization
 Is it sometimes difficult for people in your organization to quickly get the information they need? Could your filing system be better?
If so, we’ve get a great resource for you. We’ve put together six simple steps to help you better organize 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:
- Find the best way to start categorizing your files
- Simply subdivide your categories
- Keep your system consistent
- Build a “retention friendly” filing system
- Use codes to make it easy to find files
- Deploy color coded files to cut retrieval time
By following our process, you can implement a file classification that will change the way your company uses your records!
You can download this valuable resource here.
 When it comes to organizing files, a “classification system” is something that comes up often, but it can be a confusing topic. At TAB, 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 organization 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 minimize the risk of losing information, facilitates information sharing & 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 organize your information.
To determine the appropriate classification system, TAB conducts interviews with key business groups and record inspectors to understand your organization 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 organization together. For example, contracts can be created, negotiated and signed in many departments throughout an organization, but all would be classified as Legal Contract Management.
So If you think your organization could benefit from a Functional Classification system, we can help, just let us know.
 TAB 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 specialized 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. “The acquisition of the SmeadSoft product suite will further enhance TAB’s existing software offerings and will be particularly useful for organizations 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 TAB.
“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 TAB,” 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 TAB software offerings.
“This expanded TAB offering presents a number of exciting new opportunities for existing SmeadSoft users and existing TAB clients,” said Billy Mitchell, Director of Technology Products and Services for TAB. “Existing SmeadSoft users can expect the same level of platinum service they are accustomed to coupled with a number of TAB 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 TAB solutions.”
 All file folders are not created equally. Decades of experience have gone into the TAB file folders, enhancing and customizing them for optimal use within the enterprise.
So how well are your current folders performing? Download our Custom Folder Guide to see how your folders measure up in
terms of:
- Printing options
- Labels
- Dividers and indexes
- Fasteners
- Pockets
You'll also find out how custom folders can make your filing system as functional as possible, as well as helping with:
- Compliance
- Workflow efficiency
- Specials projects
- Corporate image
 Want to know what your colleagues are reading?
These are some of our most popular recent downloads:
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!
TAB Guide to Smarter Storage
Want to make smart buying and design decisions when it comes to storage? Now you can!
At TAB, we have deep experience in helping organizations 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.
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