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July 2013 OnRecord Newsletter: Top Resources & Blog Posts in 2013 so Far

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1.  Highlights from the Resource Center: Top 3 Downloads This Year!Our downloadable records management resources continue to be a hit with our readers, and we are grateful for all the positive feedback we’ve received. Here (in order) are the most popular from the first half of 2013.

#1. Imaging Guide: How to Plan Your Document Conversion

Moving to an electronic records system? It can provide tremendous value to any organization, but it has to be planned and executed perfectly if you are to fully realize this value.

This guide outlines some of the steps you’ll need to take for a successful document conversion. The information provided here will also give you the knowledge you need to evaluate and select the right records management partner to help you with your conversion.

This free resource covers:

  • Document assessments
  • Outsourcing vs. in-house
  • Workflow and indexing
  • Tracking
  • Auditing scanned images
  • After the scan
  • Transitioning

To find out how to plan your document conversion, you can download the full white paper here.

#2. The Real Cost of Imaging: Do-It-Yourself vs. Outsourcing

Smart companies know that imaging paper records is a fast track to greater overall efficiency and better decision-making. But there is more to an imaging project than getting a scanner and someone to run it.

We’ve put together this great resource to help you understand the full cost of an imaging project using internal resources so your organization will be in a better position to decide whether the do-it-yourself approach makes sense.

This resource is designed to help you determine your overall project requirements so you can then start to understand the costs involved for:

  • Equipment
  • Labor
  • Management
  • Facilities and utilities
  • Miscellaneous items

You can download this great tool here.

#3. Meeting Records Management Requirements in the Electronic World

Electronic records are a fact of life for virtually every organization. But given that paper isn’t going away, how do you manage both in the same environment?

The answer is to effectively apply records management best practices and tools to this new hybrid reality. And to help you do just that, we’ve put together this whitepaper. It in 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 free resource here.


2. Best of the Blog: The Three Most Read in 2013

In case you missed them, here are the three most popular blogs so far this year.

#1. What’s Holding Us Back from Going Paperless?

The post examines the findings from two recent surveys, one published by Adobe and one by AIIM (Association for Information and Image Management). The surveys reveal the fact that paper records are not only proving particularly persistent, the proportion of paper records has actually increased in recent years at nearly half the organizations surveyed.

Read our most popular blog post here!

#2. Your Checklist for Designing Electronic Folder Structures that Work

With so many rules and business requirements impacting the proper way to store electronic records, it’s no longer enough to create electronic folders on the fly, and use any name that comes to mind to identify your electronic record. Your folder structures should offer support to your records management program and incorporate a design that makes retrieval intuitive.

This checklist will help you decide if your electronic folders are up to the task, or if there are opportunities to make improvements that will benefit your business.

Read our second most popular post here.

#3. Six Steps to Improve Your File Classification

When it comes to effectively managing files, a functional classification system is the most efficient way to go. Whether you need to build a functional classification system from scratch or overhaul an existing system, this blog shows you how. It presents some basic principles of file classification along with practical strategies in developing and implementing the right system.

Click here to read this popular blog post.


3. Video: Hybrid Records Best Practices in Action

We know that managing paper and electronic records in the same environment is becoming a huge challenge for records managers everywhere, and this video features hybrid records management best practices, and also includes examples of real-world applications.

You can watch it here.

July 2013: In This Issue
Top 3 Downloads Now AvailableThe Best of our Blog – Most Popular in 2013 So FarVideo: Best Practices for Hybrid Records
Top Downloads
Imaging Guide: How to Plan Your Document ConversionThe Real Cost of Imaging: Do-It-Yourself vs. Outsourcing
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