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October 2010: In This Issue
- Evaluating Records Management Software: 10 Things You Need to Know »
- Q&A: How Malcolm X College Modernized its Records Collection »
- Managing Paper and Electronic Records? Here’s a Great Toolkit to Help You! »
- TAB FusionRMS Makes Organizing Your Electronic Records Easy! »
- We’re Going To Be at ARMA San Francisco—Are You? »
- What Your Colleagues are Downloading »
Dear Records Manager,
This month, we take a look at a problem faced by many organizations: managing paper and electronic records in the same environment.We have a Q&A with Eddie Phillips, registrar of Malcolm X College, who talks about how they solved an historic RM challenge and modernized their system at the same time.
We’ve also put together a helpful resource that outlines 10 things you need to think about when choosing a records management software solution for your organization.
And don’t forget to check out TAB at ARMA 2010. We’ll be giving a great presentation on managing paper and electronic records in the hybrid environment, holding product demonstrations and giving away free flash drives loaded with lots of excellent resources!
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. Evaluating Records Management Software: 10 Things You Need to Know
 How do you get the right RMS for your organization?
More and more organizations are using records management solutions (RMS) to manage their paper and electronic records in the hybrid environment. But with a myriad of things to think about including compliance, risk management and operational efficiency, choosing the right solution can be a daunting task.
So how do you make the right choice? We’ve put together this resource to help you do just that. You’ll get tips on things like:
- Defining your RM objectives and criteria
- Understanding risk and compliance requirements
- Balancing costs and benefits
- Gaining consensus amongst key stakeholders
- Making sure you get what you need
- Planning the implementation
Download this helpful resource here.
 How do you modernize a massive file room with a hundred years worth of records stored in dusty boxes and lateral filing systems? That was the challenge Eddie Phillips faced when he became registrar of Malcolm X College (MXC), one of the City Colleges of Chicago. Phillips needed an efficient and intuitive way to store and track all the files, and to begin the long-overdue transition to a digital environment. The answer? An easy-to-use hybrid environment solution, developed by TAB, that integrates the sophisticated management of physical records with a digital RM system. Phillips spoke to OnRecord recently about the efficiencies that MXC’s Registrar’s Office has gained now that its RM system is top of its class.
OnRecord: What was the genesis of this project, Eddie?
Eddie Phillips: Our student records were in a bit of disarray. Other than our student grades and transcripts, which we are mandated to manage by accreditation bodies, there was no real process to store or track a record after it was created. We ended up with one big file room filled with a 100 years worth of records stored in dusty boxes. Staff would sometimes end up spending hours rummaging through boxes trying to find the record they needed. As time went on, the problem just kept getting worse and we knew we had to do something about it.
OnRecord: What kind of solution were you looking for?
EP: We wanted to replace our archaic RM system with something that was easy to manage and understand. The majority of our RM practices consisted of using an antiquated pen and paper process that had no real structure. We were also using a software solution that wasn’t really meant to be used for managing records. We had to manually input the majority of the information and we couldn’t use the software to create a retention schedule. . I would leave notes everywhere reminding myself to throw things out once I no longer needed to keep them.
So initially, we just wanted a system to track our records and were interested in replacing our vertical-tab filing system with a side-tab system in order to create more space. The TABQUIK software would allow us to create customized, barcoded labels and we loved that TAB had folders that are made from 100% recycled materials.
But once TAB showed us the advanced capabilities of the TAB FusionRMS software, we knew the hybrid environment was the way to go. We would be able to manage our existing physical and digital records and eventually transition to a solely electronic model in the future. We’d also be able to image and electronically preserve our legacy documents.
OnRecord: How does the hybrid environment work?
EP: The hybrid environment lets us manage both our physical and electronic records. Thanks to the TAB FusionRMS, we are able to track the physical files we have on our shelves as well as our existing electronic records. We can digitally import records on-demand as they are submitted and image our vital legacy documents. It also lets us track our student grades and transcripts better than we did before.
OnRecord: What was it like working with TAB?
EP: I was really impressed by the helpfulness of the TAB’s team. We were under a time-crunch to complete the conversion before the end of the fiscal year, and TAB provided us with enough manpower to get the job done on time. Someone was in constant communication with us, both by phone and in-person, the team always had a game plan to solve any potential problems.
TAB really knows its craft. We had no real idea of how many records we had and they used cubic filing measurements to give us a bang-on number. They developed a solution that met our short-term goal of having a manageable and easy-to-use RM system and paved the way for a more advanced electronic process in the future.
OnRecord: So now that you’ve had a chance to work with the system, what do you think of it?
EP: Our file room staff members love how easy the system is to use. The software’s search capabilities make retrieving files a snap—all we have to do is input a search query and we instantly know where to find the file. When I first tried the system, I was able to enter a student number into the TAB FusionRMS, find out where the file was located, and retrieve it—all within a few minutes. We have never been able to do that before.
OnRecord: How do you see your records management system evolving over the next few years?
EP: We’re currently working with TAB to see how we can leverage some of the TAB FusionRMS more advanced features. Eventually, we’d like to electronically convert and track all of our files.
I’m also presenting our RM program to the sister colleges in the City Colleges of Chicago district, in the hopes that we can have a standardized process across the board. Other colleges can really benefit from TAB’s help in learning how to effectively manage their own RM programs.
Want to know more about the solution TAB developed for MXC? Read the full case study now.
 Don’t forget—we’ve put together a complete toolkit to help you manage your paper and electronic records in the hybrid environment.
Get it here.
 Managing your electronic records can be confusing and overwhelming .TAB FusionRMS is a simple way to manage, track, audit, secure, retrieve and retain your electronic records. This software also helps you meet even the most stringent compliance requirements.
With TAB FusionRMS, you can perform a variety of records management functions including:
- Imaging documents
- Managing PC files and workflow
- Integrating Microsoft Office and SharePoint
- Managing retention
- Physically tracking files with on-demand labeling
TAB FusionRMS is customizable to meet the needs of a variety of industries, including:
- Clerks & Registrar Offices
- Energy / Oil & Gas
- Finance
- Municipal & State Government
- Health & Human Services
- Human Resources
- Law Enforcement / Legal Services
Click here to learn more about TAB FusionRMS!
 TAB is excited to be at the ARMA Expo 2010. We’ll be giving an in-booth presentation called “Tips for Managing Paper and Electronic Records in the Hybrid Environment”, which will be taking place during the following times:
Sunday, November 7:
- 11:30 – 11:45 AM
- 12:30 – 12:45 PM
- 2:40 – 2:55 PM
- 4:45 – 5:00 PM
Monday, November 8:
- 9:40 – 9:55 AM
- 12:30 – 12:45 PM
- 2:45 – 3:00 PM
Free flashdrive loaded with great resources!
Check out our presentation and get a FREE 1 GB flashrive loaded with all of our useful toolkits.
See our solutions in action!
We’ll also be holding on-demand demonstrations of TAB FusionRMS and TABQUIK, so don’t miss your chance to learn more about how to managing your electronic records and creating customized labels with these software solutions!
Win prizes!
Drop by our booth during the ARMA pub crawl (Monday, November 8th from 3:30-5:30) for your chance to play games and win some cool prizes.
Free pass!
We’re offering an pass for free admission to the Expo! Click here to get it now!
For more information about the ARMA tradeshow and TAB's exhibit, click here.
 Want to know what your colleagues are reading?
These are some of our most popular recent downloads:
Conversion Readiness Assessment Tool
Your organization is considering using imaging to convert physical documents into electronic records—but is your RM program ready?
Take our readiness assessment tool to find out. Answering the questions in this resource will help you:
- Ensure your imaged documents meet record-keeping requirements
- Evaluate how your existing RM program will support an imaging and retention program
- Understand which records, once scanned, can be destroyed and which must be retained
Get this invaluable resource here!
M&A Intake Assessment Tool
We’ve put together an Intake Assessment Tool to help you handle incoming file collections during a merger.
This tool will help you with:
- Intake planning: identifying all collections to acquire
- Program assessment: standardizing controls across all collections
- Collection-level audit: identifying gaps
- Action plan: action items to address gaps
Download this excellent resource and get the tools you need to successfully manage files during a merger.
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