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September 2010: In This Issue
- 7 Tips For a Functional Classification System »
- Get Part Two of Our FREE RM Terminology Guide! »
- Making Your Own Color -Coded Labels Just
Got Easier! »
- What Your Colleagues are Downloading »
Dear Records Manager,
One of the most critical components of a successful RM program is having the right records classification system in place for your entire organization. But getting there can be a challenge because different departments and business functions may have their own unique systems for managing their evolving records collections. To help our readers get the best records classification system in place, we’ve created 7 Tips for Developing and Applying a Functional Classification System.
We also have part two of our free RM terminology guide. Now you can look up virtually any term or definition with this handy reference tool.
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. 7 Tips for Developing and Applying a Functional Classification System
 Want to get the most out of your records management system? Here are 7 great tips to keep in mind.
Most organizations generate a variety of records for a lot of different processes, departments and collections. Keeping these records organized is critical to successful day-to-day operations, and using a functional classification system allows you to do this by creating a process for effectively and systematically categorizing all of your various types of records.
But what exactly is functional classification and how do you make it work for your organization?
Simply put, functional classification allows you to categorize your records based on business functions and activities. This provides a clear and efficient way to file, archive, retrieve and identify information. In this resource, you’ll get great 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 it to your collection
This resource is a great place to start if you’re looking to organize your records better. Click here to get this helpful tool.
 This month, we’re featuring part two of our records management glossary, which will be covering letters F-Z. Missed part one? Get it here!
RM terminology is made up of different terms, acronyms and phrases from a variety of industries. Some are unique to records management and others come from other business areas such as human resources. With so much diversity, it can be hard to keep track of everything.
Download our FREE glossary and keep it handy to look up virtually any term or definition and stay on top of RM language.
 The task of creating color-coded labels can be time consuming, monotonous and resource intensive. Luckily, our TABQUIK software makes it easy to produce color-coded labels on demand from your computer.
With TABQUIK, you can print customized labels for fast identification, highlighting important text and printing color or year bands to identify specific types of files. You can also color match letters or numbers to any labeling system and create barcodes for file tracking. The software’s more advanced options allow you to print labels automatically according to your schedule. Best of all, you can try our label creation software FREE for 30 days!
Read more about how TABQUIK can make creating color-coded labels a snap!
 Want to know what your colleagues are reading?
These are some of our most popular recent downloads:
Guide to Developing and Delivering a Records Management Training Program
Need to train your staff on how to effectively use your records management tools and practices? This guide will lay out some useful tips and strategies for developing and delivering a records management training program to help reduce operating costs, support compliance and make retrieval more efficient.
In this resource, we’ll cover:
- Obtaining senior management endorsement
- Engaging training & development professionals
- Knowing your audience
- Identifying training objectives
- Understanding value proposition
- Evaluating outcomes
- Delivery methods
Effective records management training goes well beyond educating staff in RM basics. It also helps bridge the gap between day-to-day performance and organization-wide goals and is a critical tool in effective change management and cutting costs.
Download this useful resource here.
5 Tips for Selecting and Implementing RM Software in the Hybrid Environment
Looking for a software solution to help you manage both your paper and electronic files?
The trick lies in choosing the right solution for your unique RM situation and applying sound records management methodologies and principles to it. We've put together five tips to help you select and implement the right software in your environment, including:
- Establishing RM requirements up front
- Building RM requirements into the electronic system
- Creating one stop information access
- Responding to the unique needs of paper records
- Developing electronic support for real world records retention
Download this invaluable resource here!
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