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February 2007
 DID YOU KNOW?According to reports, a system that provides electronic access to your medical records wherever you are would prevent 98,000 hospital patient deaths per year, save billions of dollars in redundant tests and millions more in unnecessary paperwork. (Source: HPI Study) |
In this issue:
Case Study: File System Merge, Consolidation & Conversion at Manitoba Finance Dear Records Manager:No matter what your organization, you are probably aware of the significant trend towards the consolidation and streamlining of files. There are various drivers for this, from changes in client privacy legislation, the need for greater cost efficiency or simply making the management of information more consistent. For Manitoba Finance, moving their clients to a single business number was simply a matter of maintaining good customer service. But the move created some significant RM challenges, and this month we’ve got a new case study on how TAB was able to help Manitoba Finance execute a flawless consolidation and conversion without missing a beat! We’ve also got a piece that highlights a new offering from TAB: our Large Document Storage system. If your organization stores maps, plans, blueprints, architectural surveys or any other large format documents, and you want fast, efficient access and simple storage, you will want to read this story. We always interested in what our readers think, so if you have any feedback, please let us know! Regards, TAB Case Study - File System Merge, Consolidation & Conversion at Manitoba Finance
However, this meant consolidating three different legacy systems, and converting all their existing files to match the new system. This is a complex task at the best of times, but Manitoba finance also had to contend with the fact that their project would have to be completed in a very short time, and without any interruption to the high level of customer service that had become their hallmark. On top of that, they were using a terminal digit filing system, and had limited storage space to work with, which would further complicate the project. So what did they do? They retained TAB to help them, and now you can read the full case study on how the two organizations worked together to make this project a success. NEW OFFERING! TAB Large Document Storage SystemThinking Outside the Cabinet: TAB Large Document Storage SystemOut of all the everyday RM challenges that center around space utilization and filing of physical documents, large document storage presents a unique challenge that goes beyond traditional filing equipment and supplies. So when the University of British Columbia (UBC), a long time client, came to us with a large document storage challenge, we knew we had to take a step back and come up with an original solution that went beyond the usual thinking. As a university institution with a large map and plan collection which they were obligated to make accessible to the public, UBC felt that there had to be a better way to keep them than the existing rack and drawer system (see “Before” images below). Documents were constantly being damaged, misplaced, or simply lost, and keeping them in the right order was getting more difficult and labor intensive over time. What they wanted was a storage system that would allow for the constant accessing and re-filing this collection was subject to, without spending a fortune on a solution. Before
After
The FolderTAB designed a folder (45” x 38”) to fit the E size ANSI paper (44” x 34”) which the client was using, as well as the most common document sizes for architects and engineers. Made from durable, lightweight corrugated cardboard fastened with Velcro, this folder is easy to handle and prevents documents being damaged while stored or in transit. Read the LabelLike any other size document, large documents need to be accessed efficiently, and so TAB designed a label for use with TABQUIK® software. Designed on a scale appropriate for the size of the folder, color coded and easily visible, this would significantly reduce both the retrieval and re-filing time the client was experiencing. Modeled on good RM classification principles, the labeling system would improve access matters dramatically. By designing a color key to be posted on the side of storage units, members of the public could find what they needed when necessary. (See “after” image above) The use of TABQUIK also meant that, along with a stock of folders, UBC would be able to generate labels specific to individual applications and as the collection grew. Storage: Simplicity ItselfStorage is usually the mostly costly component of any system, and to avoid this, TAB designed a series of open vertical shelving units, made of durable laminate, with both fixed and movable partitions. This is an inexpensive and highly efficient way to store documents of this size, because it allows for high-density storage, growth accommodation, and easy access. (See “After” image) Another Great RM Solution from TABSince solving UBC’s large document storage issue, we have formalized this system into an offering that is elegant in its simplicity, completely functional for different types of large document collection storage, and very, very affordable. At TAB, we are proud of our continuing ability to address the “everyday” RM challenges that our clients have, and we have since had great results installing it in the resource, architectural, public archive, and government sectors. For more information on the TAB Large Document Storage System, call 1-888-466-8228 or complete our online response form. E-Records Improve Quality of Health Care
Yes, Your Honor! What Judges Are Saying About New E-Discovery Rules
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Like many organizations in the financial industry, Manitoba Finance knows that providing efficient service to their clients is critical to their success. In fact, their motto is “simplifying the business of doing business”. With this in mind, they took a look at their current system, whereby a customer might have up to three business numbers for the different accounts they would hold, and decided to streamline these customer account files under a single business number.
When it comes to electronic document adoption, the health care industry worldwide is at the bleeding edge. Not only is it a more efficient way to store and transmit information, but experts say it can help move the entire industry away from simply fixing health problems to actively preventing problems through streamlining clinical care and information sharing. Although some critics argue that there is a privacy risk, we at TAB say that they obviously don’t know about good RM practices! You can find a great article here on how, one by one, 
At the recent Legal Tech conference, a panel of judges and attorneys spoke candidly about what the recent changes made by the U.S. supreme court to e-discovery rules will really mean, and if you are in IT or RM, the news is, well, let’s just say you might want to take your holidays now. According to these experts, the changes have opened a real can of worms, and the bottom line is that recovery of data for litigation purposes is going to become a more granular exercise, requiring much more sophisticated approach than most companies currently use today. Read the full article