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June 2013 OnRecord Newsletter: Strategies for Developing a Document Imaging and Electronic Retention Program

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1.  Electronic Retention Programs: The Key to Reducing Paper Volume Via Document Imaging 

Looking at document imaging as a solution to paper overload and records retention challenges?

For organizations faced with growing volumes of paper and rising physical storage costs, it is a compelling proposition: why not convert paper records to electronic versions and take advantage of much cheaper electronic storage?

Seems simple enough, but the idea raises several critical questions. For example, is it okay to destroy the paper source records? Are there any exceptions? How do we ensure the program will stand up in court?

The answers depend on a number of legal, technical and business factors which can vary across different jurisdictions and business sectors.

This guide is designed to help you cut through the complexity by outlining the key steps to follow when planning and implementing a program designed to replace retained paper records with electronic versions, also known as an electronic retention program.

By incorporating the steps described in this resource it will be clearer if electronic versions of paper records will meet your records retention requirements, and if your organization is ready to go down that path. We will also look at the overall benefits of document imaging, which can go well beyond enabling an electronic retention program.

You can download it here.


2. WEBINAR: What We’ve Learned From Hundreds of Imaging and Conversion Projects

Imaging your records is a great way to become more efficient because it can speed up almost every records management process! So how does your organization get there?

We know it isn’t always easy to do. We speak to lots of organizations that are either bogged down in a conversion or are hesitant to start one because of the anticipated challenges.

Learn From Our Imaging Experience

So what is the key to success with document imaging and conversion?

Planning.

In this recorded webinar we cover steps that you can take to help you put the right plan in place and make your document conversion project a smooth one. So if you are thinking about converting your paper documents to electronic format, you don’t have to do it alone. Click here to watch it today!


3. Best of the Blog: Why You Need to Audit Your Offsite Storage

Our most popular blog post to date looks at the need for an offsite storage audit and walks you through the process.

Read the full post here.


4. Increase Filing Efficiency With Our Conversion Services

The way you store and access your records can have a significant impact on your organization. By making strategic changes to your filing system and practices, you can improve access to information, facilitate employee collaboration, reduce risk and lower costs.

File Conversions

The process starts by understanding what records you currently have and how you use the information they contain. We will take an inventory of your current records collections, so you know what exists and what you are missing.

The outcome of this process is the creation of a database of your current files. During a conversion, we will apply bar codes and a tracking system so you know where every file is located. Bar code tracking also allows you to create an audit trail of who has a file now and who had it in the past.

There are many types of file conversion processes that we put in place depending on your exact requirements and objectives, including:

Document Level Conversion

We can take a jumbled collection of documents and standardize the way it is organized. During a document level conversion, our staff will audit and arrange file contents to ensure that all the necessary documents are present and grouped together in a consistent format. Those that are missing are identified and duplicates are eliminated. This ensures that you will have all the information you need with complete and compliant files.

File Folder Conversion

Making conversions at the folder-level is an excellent way to make your information more efficient. With over 60 years of experience with paper records, we can help you design and implement a highly efficient paper filing system. This can start with a switch to a color-coded, numeric system, which can reduce retrieval time by up to 40%, or converting your files from top-tab to side-tab for significant physical filing space savings.

Consolidating File Collections

Our experts can work with you to merge different file systems into one standardized system. This will give your organization faster access, more control and better security when it comes to your files.

Imaging and Document Conversions

File conversions are a great starting point for organizing your documents, but converting your physical records into electronic form can go a long way towards streamlining your information retrieval processes.

At TAB, we offer the following paper-to-electronic conversion services:

  • Day-Forward: We work with you to implement the right workflows and technologies so you can go from a paper-based process to an electronic format.
  • Back File: We scan your existing paper records into electronic form.
  • Scan-on-Demand: We store your current records offsite at TAB, and scan and send them to you in electronic form as you request them.

With any of our electronic conversion services TAB will:

  • Perform quality assurance on all the images and related index data.
  • Implement an electronic data retrieval system to ensure that the images can be viewed right away.
  • Re-file the original physical records.

If you’d like to talk to someone about how a file conversion would benefit your organization, please get in touch.


5. What Your Colleagues Are Downloading

Want to know what your colleagues are reading? Here are some of our popular downloads.

How Metadata Works with Records Management

Metadata is a hot topic in today’s records management environment and it’s no wonder since it is such an effective way to manage and locate records. When combined with existing RM practices, metadata can greatly improve how you search for and retrieve all of your physical and electronic records.

In this white paper, we explore how metadata can work with your existing RM practices to improve overall efficiency.

Get it here.

TAB Guide: Creating a “Paperlite” Environment

Remember the “paperless office”? It never happened, and as long as there are printers, it probably won’t. But it is possible to create a “paperlite” environment – one in which you don’t have any more paper than you actually need. This guide shows you how to get there.

Get it here.

June 2013: In This Issue
Going paperlite: How to develop a document imaging and electronic retention programWEBINAR: Imaging and Document Conversion

Best of the Blog: Why You Need to Audit Offsite Storage

Increase Filing Efficiency With Our Conversion Services

What Your Colleagues Are Reading

Top Downloads
How Metadata Works with Records Management

TAB Guide: Creating a “Paperlite” Environment

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