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November 2010: In This Issue
- Fundamentals of Records Management -
Let’s Get Started! »
- RMS Allows For Improved Risk Management and Easier Access »
- What Do You Want Us to Cover in
OnRecord Next Year? »
- Save Time and Money—Order Online! »
- What Your Colleagues are Reading »
Dear Records Manager,
This month, we go back to the basics and take a look at building a foundation for your RM program. Whether you want to organize your physical files or set up a filing structure, our toolkit covers the things you need to keep in mind.
And don’t forget to take our year end survey! Let us know what you’d like to see covered in OnRecord in 2011.
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 Canada
1. Fundamentals of Records Management - Let’s Get Started!
 Get the tools you need to optimize your records management system.
Having the right building blocks in place is essential for creating a successful records management program. From managing your physical files to optimizing your existing space, engineering a strong base is an integral first step. To help, we’ve put together this toolkit which outlines some basics to keep in mind when thinking about your RM program.
Whether you want to get your filing system up and running or just want a refresher on the fundamentals, this toolkit will help you get the most out of your RM system.
Tool 1: Assess Your Filing Situation
Are you having trouble keeping track of your files? Is it taking forever to locate and retrieve records? If you are losing documents or it’s taking too long to find information, your records management practices need a tune-up.
Use this assessment to help you determine:
- The challenges and obstacles your organization is facing
- How well your system fulfills the needs of end users
- How your current processes, equipment and supplies contribute to meeting your filing system objectives
Tool 2: Optimize Your RM Program with Colour Coding
Colour coding is an easy and simple way to get your records management program into shape. More importantly, it can help you combat RM challenges that hinder day-to-day business functions. These include:
- Operational down-time
- Legal sanctions
- Lost opportunities
- Misfiling
Tool 3: Space Planning in RM: Doing More with Less
Rising real estate costs. Expanding records collections. It’s a challenge for records managers to house their files on a tight budget. How can RM staff optimize their existing space to deal with these difficult business realities?
This tool will help you get the most out of your filing room space. You’ll get tips on:
- Creating and implementing a records retention schedule
- Purging non-records
- Leveraging off-site storage options
- Determining what supplies and equipment you need to optimize space
Download the complete toolkit here.
 How do you manage over three million documents during a large move and ensure staff across multiple branches have easy access to records collections? This was the RM challenge employees in the Loan Department at Monroe Bank faced when they had to relocate to a new building. The answer? A records management software solution that would amalgamate the Loan Department’s files into one easily accessible electronic location.
The financial institution decided to go with TAB FusionRMS because it was simple to use, allowed staff to scan, store, track and share documents, and would help the financial institution meet stringent regulation requirements.
Read about how TAB helped Monroe Bank manage over 3.3 million documents, improve retrieval times and decrease compliance risks.
 Is off-site storage for my physical records a good idea? How do I manage shared drives? Where do e-records fit into my retention schedule?
These are just some of the questions our readers are asking themselves, and as we look ahead to 2011 we’d like to know what your questions are and what you’d like to learn about. We’re asking our readers to take this quick survey so we can find out a little bit more about your RM programs, your challenges and your priorities. This is a chance for you to tell us what you’d like us to cover next year, and how you’d like us to cover it!
 Get the TAB products you want quickly and easily with our online ordering site. Whether you’re looking for a software solution or need to stock up on your favorite labels and folders, getting the supplies you need to meet all of your RM requirements is a breeze.
Existing TAB customers can sign up for an online account and get started right away—it’s that simple! You can order supplies online, download our comprehensive catalog, find your local TAB dealer and get more information on our products. Not sure what to get? One of our representatives will be glad to help!
Sign up and start ordering today!
 Want to know what your colleagues are reading?
These are some of our most popular recent downloads:
7 Tips for Developing and Applying a Functional Classification System
Functional classification is a great way to get the most out of your records management system. This tool will cover 7 things you need to keep in mind when developing a functional classification system. You’ll get tips on things like:
- Classifying your records the right way
- Effectively determining what records need to stay and what can go
- Factoring retention schedules into the mix
- Applying functional classification to your collection
Download this great resource to learn more about functional classification.
A Toolkit for Efficient Paper Filing
With a large number of factors such as retrieval time, compliance and space utilization to consider when filing your paper records, it’s easy to feel overwhelmed. We’ve put together this toolkit which has four excellent resources to help you manage your paper records. It includes:
- Strategies in Centralized Filing
- Customer Story: How Automated Colour Coding Saved 250K
- Paper File Retrieval Assessment Tool
- Custom folder guide
Download the toolkit here.
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