Moving to a new business system? Here are four ways records management can help make the transition a smooth one.
Steinbach Credit Union (SCU) needed to overhaul its entire financial system—and fast. Its old system, CUBS, was going offline at the end of the year and they were implementing eroWORKS to replace it. Because of that, SCU needed a new records management process to accompany the advanced financial system, and TAB was brought in to help make the transition quick and easy.
We have distilled our experience from that project into four simple tips you can follow:
1.0 Keep the right data
As any RM professional knows, records collections often consist of copious amounts of data, documents and records. Transitioning to a new records management system is the perfect time to do some spring cleaning and vet existing data to clear any records you don’t need. This ensures only useful files and documents are being stored, tracked and managed.
By conducting a comprehensive records audit, TAB was able to clean up any duplicates and amalgamate all single documents that belonged to a member into one file. They then used a records management software solution to track the records and create labels for the new filing system.
2.0 Leverage Records Management software
Customizable records management software solutions are an easy way to retain, manage and archive records during a conversion. They also offer advanced search capabilities that make locating and retrieving files a snap. TAB’s RM software allowed Steinbach’s staff to search for records using both the old CUBS member numbers as well as the new eroWORKS numbers. They could also find information using a variety of search queries and terms.
3.0 Manage the change
Managing change is a key element of a successful systems conversion. Ensure everyone is on the same page by developing a standardized records management process and extensively train staff in the new system. This mitigates the risk of records being lost or improperly filed.
As with any major change, there was some apprehension around Steinbach’s new record management system. However, once staff learned the new program and realized how easy the software and filing system were to use, they were on-board. Staff quickly became comfortable with making labels and creating new records, and loved the ease and convenience of the software’s search function.
4.0 The Green Opportunity
Be environmentally sustainable by determining what resources you can re-use during the conversion. Steinbach was able to reduce its carbon footprint and decrease costs by re-purposing existing file folders. TAB created a custom label template and matching index to be used with the old folders, along with developing a standardized label creation process for Steinbach’s file room. This ensured that the existing folders would be properly labeled and stored.