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1. A Complete Guide to Planning and Executing a File Move
Files are not furniture. Moving your records isn’t just a question of loading them into a bin and putting them onto a moving truck. As the information support and legal evidence for your business activities, it is critical that your records remain accessible and secure at every stage of the move. Given the diverse nature and size of most records collections, this presents a huge challenge.
We’ve created this guide to help your organizations meet this challenge, both before, during and after the move. This white paper resource covers:
- Analyzing your file collection to determine the needs and challenges posed by the move and new space
- Meeting the legal and regulatory requirements of the new location through RM governance
- File Clean Up and Purge
- Working with affected stakeholders to plan and execute the move
- Engagement during the actual move
- Developing a tracking system that replicates existing filing system
- Security and Access Controls throughout the entire process
- Adding value after the move
You can download this resource now.
2. Best of the Blog: 4 Records Management Best Practices for Maximizing Storage Capacity
We recently launched our records management blog, and you can check it out here.
Our most popular blog to date takes a detailed look at what your organization can do in terms of records management best practices to maximize your storage capacity, including:
- Implementing the right retention schedule
- Purging non-records
- Using off-site storage facilities
- Digitization and imaging
Read the full blog post.
3. Move 25% Fewer Records with
TAB SMART
On average, our TAB SMART service reduces document volume by 25%. Think of what that could save your company! Your records collection will require less square footage, and less equipment to store it.
So if you are moving, merging locations, or simply need to reduce storage costs, be TAB SMART and you could see measurable savings!
How does it work?
The process is simple. We help your organization reduce the amount of material it retains, leading to lower moving and storage costs. We'll take your employees through a process of reviewing their records and determining which ones are not essential.
Then we eliminate non-essential documents, both paper and electronic, helping you reduce the amount of materials you have to move and store!
Remember too that streamlining the information available to employees improves retrieval time and access to your records. And at the end of the program, you'll see measurable savings!
Measurable Savings
We implemented the TAB SMART program for the Pengrowth Corporation, a top North American energy trust. The exercise yielded some impressive results, as well as some unexpected finds:
- A total of 6500 cubic feet of paper was removed, 50% of that shredded, with 2500 cubic feet being garbage, like published material
- 495 cubic feet of inactive records were transferred to lower cost storage
- 385 cubic feet of excess stationery were recycled
- 18 cubic feet of cds and dvds were destroyed
- 82 pieces of surface furniture, (bookcases, cabinets etc.) were removed saving $61,500 through re-use
That's a lot of excess material they didn’t need to move or store! You can read the full story on the TAB SMART exercise we did with Pengrowth here. We have included a great chart that explains how the process works.
For more information on how TAB SMART can reduce the cost of your move, call 1-800-417-8010 or complete our online response form.
4. What Your Colleagues Are Downloading
Want to know what your colleagues are reading? Here are some of our popular downloads.
Enterprise Content Management vs. Records Management Software: What's the Difference?
The marketplace is full of software that will manage your records content, improve information access, as well helping with risk management, compliance and any potential discovery process, but the options can be confusing. This resource will guide you through the basics of ECM vs. RMS and help you select which is right for you.
Download this resource to learn:
- How to integrate RMS and ECM systems together
- Why RMS matters
- How to determine what is the best option to meet your RM goals
Click here to get this helpful tool.
Meeting RM Requirements in an Electronic World
Organizations everywhere are now generating large volumes of electronic records thanks to the automation of everyday business activities such as financial transactions, engineering processes and basic communication. But this doesn’t mean that paper records collections are shrinking. In fact, organizations still need to retain physical copies of documents and files thanks to administrative and legal requirements. Add storage and technological restraints to the mix and you are faced with a complex RM challenge.
So to help you successfully manage your electronic records, we’ve put together this whitepaper. In it you’ll learn how to:
- Identify business records
- Efficiently retain and dispose of records
- Store and retrieve records the right way
- Plan for long-term retention requirements
Download this great resource here.
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