October 2006
Producing a high volume of files  |
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DID YOU KNOW?In a recent survey, 75% of SMB owners contacted said it is easier to find electronic documents than hard-copy documents.
(Source: Business Edge)
In this issue:
Imaging Grows Up
Case Study: File Production - Leave it to TAB
File Creation
Will New E-Discovery Rules Put CIOs in the Witness Chair?
Records Management Reduces Legal Costs
Imaging Key to Effective Document Management
Dear Records Manager:
After a great time at the ARMA International Conference in San Antonio, we're happy to bring you the latest issue of On Record. At the ARMA conference, we heard many of our colleagues in the industry discussing the ins and outs of digital imaging. Our feature article this month describes how digital imaging has gone from a custodial "scan-and-store" role to a robust tool for business performance improvement. It's having a major impact on records management programs.
We also have a great case study on how TAB helped a major financial institution save thousands of dollars with our on-demand file creation process.
We would love to hear your thoughts on the newsletter. If you have any feedback, please let us know.
Regards,
TAB
If you think digital imaging is just a great way to convert paper for efficient storage, you could be overlooking one of the most powerful Records Management tools available. As records managers continue to look for better ways to handle information, the focus has shifted from the physical challenges of deploying imaging technologies to providing effective user-friendly imaging solutions. More and more people are realizing that the broad capabilities of imaging can help you get the most out of your Records Management program.The Technology Changes
Five years ago, the focus was on the actual technology of imaging. People were concerned with scanner capability, image quality, storage capacity, as well the transmission and protection of these images. Today’s sophisticated and easy to use equipment, combined with the low cost of data storage, improved network speed, better network security, and web-based deployment have alleviated these concerns. The new concern is implementing solutions that will be adopted and accepted by the user community.
From Static to Active
These technological improvements, especially the move to web-based deployment, have allowed imaging to go from simply being a static storage solution to providing an active environment for sharing critical information across any enterprise. This is a fundamental change. Imaging is now used for the capture of historical documents and the capture of day-forward documents. The ability to capture information as it is created allows for it to be used more efficiently and seamlessly in a collaborative environment. Businesses everywhere have recognized that imaging is at the very heart of automating everything from information and business process, to billing cycles and workflow. This is having a major impact across the full spectrum of the Records Management discipline.
Realizing Efficiencies
The handling, photocopying and filing of paper documents remains both costly and time consuming. These costs can be significantly reduced with imaging. The fundamental advantage to having your information in electronic form is that it can be accessed, transferred and stored far more efficiently than in paper form. Perhaps most importantly, imaging allows any number of people across your enterprise to view the same document simultaneously from their desktop, without having to make and file copies. This is a tremendous advantage for collaborative businesses in geographically diverse environments that need to access the same critical information in real time.
Storage: Still the Best
This traditional driver of imaging should not be overlooked. Businesses are producing more information than at any other time, most of it in paper form. At the same time, the rapidly increasing cost of storage and office real estate has made effectively storing this information a top priority. With capture easier than ever, imaging continues to offer excellent ROI as a storage solution.
Enhancing Compliance
Nowhere is the potential of imaging more apparent than in the drive to compliance. Not that long ago people would often ask if it was okay to store electronic documents. Now it is increasingly the methodology for compliance. If you have a digital copy of a record on a server, it can be seen and used, but not lost. Unlike paper which is easily destroyed, an e-document can be routinely backed up and becomes an automated part of your disaster recovery program. As more and more governments and regulatory bodies make e-documents the legal standard, imaging can greatly enhance and speed the compliance process.
New Focus
So what does all this mean? In essence, the question “how will I scan that document?”, is now “how will I use this document once it is scanned?”. Converting your existing and day-forward documents to electronic form gives you the ability to automate the process of indexing, retrieving, storing and maintaining your information. But for this process to be truly effective, it has structured to the needs of your user community. This is a critical in getting user community acceptance. If you keep this in mind, the capabilities of imaging, from capture to document processing, can help transform your Records Management program into a strategic asset.
For more information on imaging and its role in records management, contact TAB today by
Bob Duncan is VP Business Development for TAB, and has worked in the Records Management industry for almost three decades. Bob has extensive experience in the area of imaging having managed production environments imaging over 10,000 pages each month, sold and implemented Document Management Solutions and directed the scanning of over 5,000,000 pages of Land and Engineering records at client’s sites. His expertise in imaging includes the industries highest level of certification, CDIA+. He is also certified by a major provider of Document Management Solutions.
Case Study: File Production - Leave it to TAB
Is your organization producing a high volume of files in-house? Staying on top of the demand can place a significant strain on your records management resources, from personnel and materials to available space.
There's a better way! Download our case study to learn how TAB helped a major financial institution free up its internal Records Management resources and save $250,000 to $350,000 dollars a year by outsourcing its file production to TAB. Download the Case Study here.
File Creation
From the smallest file room to the largest corporate records center, staying on top of today’s Records Management challenges means maximizing your available resources. Producing files and labels in-house can be a labor intensive and time consuming process. At TAB, we have solutions for your filing and labeling needs, whether you are generating a few files a week or a need thousands produced every day. Last month we featured a free trial of TABQuik software, the easy to use program that let’s you create color-coded files whenever you need them, right from your desktop.
This month, we are taking a look at TAB’s unique custom label service, Rapid Response Color-Coding. Only TAB has the capability to offer this service, perfect for organizations that require a high volume of files on demand. It’s simple, it’s easy, and it allows you to re-allocate personnel and materials currently used to produce files to more import areas of your operation.
How it works
This service is flexible and responsive, designed to fit into your unique Records Management program requirements. Your order capacity is based on your specific needs. We receive your new records’ data on a daily basis, at a pre-determined time of your choice, transmitted electronically over a secure network.
As soon as we receive your data, your order is routed immediately into production. The files are then produced and shipped where and when they are needed, all within three to five business days!
- No inventory costs
- No labels to produce
- No staffing requirements
- No wasted space
- No double handling of documents or file folders
To download a datasheet on our Rapid Response Color-Coding service, click here. For more information on any of our other excellent products, from file folders to high density cabinets, click here.
Will New E-Discovery Rules Put CIOs in the Witness Chair?
Changes to the Federal Rules of Civil Procedure pertaining to electronically stored information, due to take effect in December, are designed in part to give organizations a clearer understanding of what is required when it comes to storing electronic data. However, this may make life more difficult for CIOs, because the new rules will require them to prove that their companies’ policies are enforced and auditable. For an article that explores this quandary in more detail, click here
Records Management Reduces Legal Costs
It is always informative to see how other disciplines and professions approach Records Management. In a fascinating Law.com article, lawyer Craig Bell makes the case that the best way to reduce the legal costs associated with Electronic Data Discovery (EDD) is to have a good Records Management structure in place. In making his case, he outlines ten points that are key to good Records Management practices. Read the article.
Imaging Key to Effective Document Management
In today’s office, many types of information are located in different places, as are the people that need to access it. Imaging your documents is a good way to make this information accessible to everyone in your organization, no matter where they are, because as a digital file it is available on demand to an unlimited number of people. As Records Management programs face greater informational challenges, Imaging is set to play a big role in keeping them efficient. If you’d like to read an article covering why and how an increasing number of business, both small and large, are making imaging an integral part of their Records Management programs, click here.
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