September 2006
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DID YOU KNOW?More than 90% of new business records are created electronically (Source: Information Management Journal)
In this issue:
Records Management Matters
TABQUIK: Free 30-Day Trial Download!
TAB to Present at ARMA Conference in San Antonio, Oct 22-25
New Applications Mean New Records
Poor Email Management Costs Company Millions
Get Your Files Ready for 2007 Now
Welcome to the First Issue of OnRecord!
In today's information-rich environment, good Records Management practices are more important than ever. New challenges have emerged, from compliance and regulatory requirements to handling electronic documents, which have added new dimensions to traditional storage and retrieval issues. In response to requests from our clients for timely and helpful information, we are pleased to present the first issue of OnRecord. Each month we will bring you the latest insight into Records Management issues, solutions and products. We've also got some great case studies we'd like to share. Our feature article this month takes a look at the essentials of a good Records Management program and the many ways it can bring benefits to your organization.
We would love to hear your thoughts on the newsletter. If you have any feedback, please let us know.
Regards,
TAB
Records Management Matters
These days, the file room can be a real pressure cooker. You have to handle more and more documents all the time, space is at a premium, budgets are shrinking, and everybody wants everything yesterday. To add to this, the news is always full of stories about companies getting into trouble over mishandled files, and suddenly people want to know what's happening with your "Records Management program". What do you say? Like most companies, you've got basic systems for filing information, but are you really managing your records?
To answer this, we'll look at the fundamentals of good Records Management (RM), and examine how it can help everyone from file room managers to C-level executives breathe a little easier.
Are you up on RM?
In 2006, Records Management has moved well beyond document handling. Issues like risk management and compliance have changed the scope of RM, making the stakes much higher.
Today, a good RM program provides a company-wide plan for your documents that ensures you know what you've got and where to find it. It consists of three parts: a classification system that categorizes your documents according to business activities; a retention schedule that specifies how long you should keep them; and a set of policies and procedures that makes these two elements into a living, breathing plan.
Together, these components ensure that your company records are organized for efficient retrieval and use throughout their life cycle, in accordance with your business needs as well as laws and regulations.
Implementing a well-designed RM program can do a lot more than give you a bit of breathing room amidst piles of documents. Done right, it will address a number of key issues facing your entire organization from the file room to the board room! Here are some of the ways good Records Management is helping organizations today.
In the File Room...
RM takes all of your information and organizes it in a way that makes sense for how your business uses it, keeping only those records that are essential. Having a more efficient system handling fewer files means that you'll need less storage space, and accessing information will be easier and quicker. As a rule, almost one third of the documents held by companies aren't necessary, and getting rid of them frees up space. And simply changing the way you file, by switching to a color-coded, numeric system for example, can reduce retrieval time by up to 40%. When you can handle more information in less time and space, using fewer resources, your costs go down and your efficiency goes up.
And Beyond...
When you know that you're only keeping key documents and that they're easy to get to, it gives your organization confidence in the integrity and accuracy of your records. Any time you are certifying for compliance, you can be sure you are meeting not only the letter but the spirit of the law. This reduces your exposure to risk of legal action, and if your organization does become involved in litigation, getting at the necessary material quickly means significant savings on the discovery process and lawyers fees. And because everyone can get the information they need when they need it, your competitive edge is enhanced.
TAB Can Help
RM isn't what it used to be. The sheer volume of information, the emergence of electronic documents, compliance, legal issues and the increasing pressure on administration and operational budgets to do more with less means that everyone has had to rethink the file room.
TAB can help you develop a sophisticated and coordinated approach to RM that will go along way to overcoming your challenges, both old and new. Whether you need help in the file room or across your entire company, we've got the products and the knowledge to design and execute a Records Management program that will support key business functions, reduce space and labor costs, improve service delivery, and ensure compliance.
For more information on how TAB can help you manage your records call 1-888-466-8228 or complete our online response form.
Feature Product: TABQUIK
Make your own color-coded file labels, right from your computer with TABQUIK!
Good RM practices include using the best tools and products available to help keep your files organized and your process efficient.
TABQUIK is a really easy to use Microsoft Windows based software package that lets you to produce personalized color-coded file labels, right from your computer!
CLICK HERE TO DOWNLOAD A FREE 30-DAY TRIAL!
TABQUIK lets you to customize your labels by:
- color matching letters or numbers to any popular labeling system
- printing any text (names, addresses or account numbers) on both sides of the label for quick identification
- using highlights to emphasize important text
- printing color bands or year codes to quickly identify specific types of files
- automatically generating barcodes for file tracking (useful when used in combination with TAB's FileTracker®
For more information on TABQUIK or any of our other excellent products, from file folders to high density cabinets, click here.
TAB to Present at ARMA Conference in San Antonio, October 22-25
TAB is pleased to announce that our Manager of Consulting, Tony Laino, will be speaking on Records Management Considerations for Companies Undergoing Mergers & Acquisitions, at ARMA International's Annual Conference. more >>
New Applications Mean New Records
New collaborative tools, like instant messaging, shared desktops, web-conferencing and wikis, are changing the way we work for the better. But businesses using these tools should know that any output from these collaborative tools may constitute a business record. To read an interesting article on how to take control of these tools and incorporate their output into your records management program, click here.
Poor Email Management Costs Company Millions
Making the case for correctly incorporating e-records in your RM program, Wachovia was recently fined US$2.25 Million by the NYSE. Their problem? Failing to review and save electronic records relating to its capital markets and securities businesses. more >>
Get Your Files Ready for 2007 Now!
Are your files ready for 2007? The time to prepare is now. Our stock of 2007 labels is ready to ship, and they are a great way to mark files for future purging. Many of our customers have already ordered their pre-labeled 2007 folders. If your organization has a filing system where needs can be determined in advance, then this is a great way to save time and money and avoid hand-wrapping your files in January. Don't get caught unprepared! For these and other great filing products to help you move into a new year with ease, contact TAB today.
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