DID YOU KNOW?
It is estimated that by the end of 2006, 52 billion emails will be sent per day.
(Source: The Radicati Group)
In this issue:
Now is the Time for Records Management Software
Dear Records Manager:
Does records management software feature in your records program? If not, it could be time! Our feature article this month discusses some of the benefits and challenges of adopting records management software.
We also have a great case study for download on how a prominent energy industry firm tackled corporate acquisition challenges with an RM software implementation that worked wonders.
We welcome your newsletter feedback - see you in December!
Now is the Time for Records Management SoftwareIf software isn't a part of your records and information management program, it could be time to consider it. From straightforward file tracking applications to enterprise-scale solutions that integrate with document management systems, records management software offers benefits to records programs at many levels. In our feature article this month we take a look at these benefits, some of the challenges that records managers face when implementing records management software and what they can do to overcome them.
As any busy records manager would admit, the increased volume and rate of record creation both physical and electronic is posing a serious management challenge. Even the best records programs become over-taxed when they are supported by mostly manual processes. A well-implemented software solution can help with many different aspects of a records management program.
Not all records management software is alike, but some of the key beneficial features include:
In addition to the many benefits from a records management perspective, records management software helps organizations with bigger picture challenges like operations, compliance and risk management. Well implemented software solutions can have a dramatic impact on operational efficiency where records are concerned. The ability to access files on demand and automatically track them saves time and allows staff to concentrate on their core business rather than tracking down lost or missing files. Many managers and executives are sleeping better at night knowing that software is helping to ensure that their files are automatically organized, retained and disposed of according to legislative requirements. Risk of costly litigation is also significantly reduced with electronic tracking in place.
With all the benefits it can provide, records management software is quickly becoming a necessity for organizations looking to reduce risk, ensure compliance and maintain a competitive advantage in the marketplace.
There are often a number of roadblocks that have to be overcome when looking to implement a software solution for managing your organization's records.
Many records managers are often "sold" on the idea but find it hard to get sponsorship from senior management. Despite the numerous benefits, it can be difficult to secure funding and support for large scale implementations of records management software as other organizational initiatives take priority. The good news is that senior executive awareness of records management issues is on the rise, due in no small part to the increasingly high-profile coverage of records-related litigation and penalties. As this awareness has gained momentum, more and more senior managers accept that good records management systems are vital to the health of their business. Records managers who can frame their records management challenges in terms of top level organizational objectives and issues will find it much easier to get the necessary support for their programs.
Another big challenge for records managers is that the implementation of software solutions often requires different functional areas of the organization to work together. A large scale implementation can involve the cooperation of legal, operations, IT and of course records management teams. As you might guess it can be a difficult undertaking to secure the necessary attention from each of these groups. Many records managers find that it helps to get a senior executive "champion" to ensure the necessary cooperation. Fortunately, when it comes to records management issues, more senior managers are listening and willing to get behind the program. Not only does this help with the implementation of the software solution, but with the more important challenge: user adoption. With senior support it is much more likely that the system will be embraced by the day-to-day users who will help bring it to life and ensure its full benefits are being realized.
It can also be difficult to implement records management software solutions simply because they are technical in nature and there is a plethora of choice in the marketplace. It also doesn't help that some early versions of records management software were difficult to learn and complicated to use some records managers who have been down the road before are once-bitten, twice shy when it comes to software solutions. (Fortunately, records management software has come a long way and many of them are now as easy to use as office software if you can create a Word® document, you can work with most newer records management applications.) We have heard from many records managers who want to implement either a new software solution or put one in place for the first time and many are overwhelmed and unsure how to navigate their way through the technical aspects. In many cases they find that it helps to bring in outside help, whether a software provider or records management consultant who knows the issues and has experience with software implementations.
It can be a challenge to get there, but introducing records management software into your records management program will be more than worth the effort for all the benefits it can bring. From better managed records, to support for high-level organizational challenges and objectives, records management software is becoming less of an "option" and more of a "must-have" for a top class records management program.
If you have any questions about implementing a records management software solution in your organization we would love to hear from you.
NEW! Order TAB Filing Products Online!
TAB is pleased to announce that we have launched a new online store to make it easier and faster for you to order your filing products! The new online store features our complete line of filing products for your convenience.
Simply visit www.tab.com and enter your Zip Code to get started today!
Case Study: Seamlessly Incorporate Acquired Files
Incorporating files associated with mergers and acquisitions is one of the most difficult challenges facing records managers. This is especially true for the energy industry, where the acquisition of new properties, companies and assets is an essential part of business. For one such energy company whose acquisitions numbered on average one hundred per year, the problem of integrating these acquired files was particularly acute. Every few days, new boxes would appear, sometimes thousands at once, all needing to be seamlessly and accurately entered into the existing system. To find out how TAB helped them get the situation under control and implement a solid records management framework for newly acquired records, download the case study here.
Feature Product: Accutrac XE
TAB is proud to offer Accutrac® Software for enterprise scale records management solutions. Accutrac's flagship product, Accutrac XE supports compliance with flexible and scalable records management systems to help you manage physical and electronic records throughout their lifecycle. Whether your organization needs a departmental physical records tracking system or a multi-faceted solution to manage physical and electronic records around the world, Accutrac XE is a robust, flexible, and intuitive enterprise class system designed to support unique work flow requirements.
Robust admin control and security
TAB has records management software solutions for any size business, from file labeling programs to enterprise-scale records and information management systems. Check out all of TAB's software products here. For further information call us at 1-888-466-8228 or email us.
E-Discovery Now Includes Voice Mail
Save those voicemails! That's the message emerging from recent amendments to the Changes to the Federal Rules of Civil Procedure pertaining to electronically stored information (ESI), due to take effect on December 1 of this year. The amendments make significant changes to the rules of discovery with regard to ESI, and if you'd like to read an article that takes an in depth look at the impact these changes will have, please click here.
Opinion: The Need for E-mail Management
When AIIM released its E-Mail Management 2006 Survey, the findings were clear: despite all the publicity surrounding the penalties for mismanaged emails, a surprising number of companies remain woefully unprepared to handle this type of information. KMWorld posted an opinion piece on the subject by Hugh Mckellar, and it is both informative and entertaining. You can read it here.
Deloitte Survey: Businesses Need More RM Training
Proper training of employees is critical to efficient implementation of any RM program, and according to a recent Deloitte FAS survey, business everywhere are waking up to this reality. Their recent online poll shows that nearly 70 percent of the respondents said they need additional training on their company's records retention policies and procedures. The Sarbanes Oxley Compliance Journal has an article that takes a comprehensive look at the survey results and what it means for the industry, which you can access here. To learn how TAB helped a prominent pharmaceutical company train its staff on their records management program download our free case study.
TAB is proud to call Mayville, WI, our corporate home (population 5,055!) and we would like to take this opportunity to congratulate our high school football team, the Mayville Cardinals. The Cards capped off an outstanding 11-3 season with a trip to the WIAA Division 4 state championship! Although they fell to the undefeated Wrightstown Tigers, they put up an outstanding fight and Mayville can be very proud of the accomplishments of Coach Noennig and his players. Way to go Cardinals!
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