Implementing The Roadmap to Compliance Series

So how do you actually make the Roadmap to Compliance work? Let’s take a quick look at some of the elements we use in implementing the Roadmap for our clients, including:

• Electronic content management & RM software
• Conversions
• File moves
• File integration
• Imaging
• Inventory capture
• Merge & purge
• Ongoing management

Electronic Content Management & RM Software

These are electronic tools that manage both physical and electronic information, identifying the nature of the content along with where it is being stored. The data and storage structures created here are what provide increased availability and access to information for your users.

When it comes to ECM and records management software solutions, we act as a conduit between the technology and the user. We help the user adapt to the technical environment while also modifying the technical environment to suit the user.

We can also help you set up your solutions, by:

• Helping you determine the right structure and naming convention
• Defining the values of meta data for queries across your database

Conversions

TAB can help you transform your current document storage system into a highly efficient, secure file storage system. By streamlining your existing filing practices, you can realize efficiencies in time, space and cost. We can help you with new folder structures as well as document level decisions, like:

• Separating content at the file level
• Handling privacy issues
• Avoiding duplicate documents

TAB can also facilitate a switch from one storage type to another – such as drawer file cabinets to lateral filing.

And we’re well equipped to guide you through the challenging process of folder conversion – top-tab to color-code side-tab, for example, for greater efficiency.

Throughout the consolidation or conversion, we’ll take care of all sorting, validation, and filing of your documents into the new system with speed, accuracy, and minimal disruption to your business.

File Moves

File moves are a challenge for any organization, for the simple fact that files can’t be treated like furniture.

To successfully move files, whether that means collections within the organization, or relocating entire collections to a new location, you need to bring a wide range of RM practices to bear.

Our experienced team of professionals will ensure that your file move is done quickly and accurately, with minimal disruption to your business, keeping your documents accessible and secure throughout the process.

In fact, our experience enables us to complete your move more efficiently than could be done with your in-house resources.

File Integration

Many organizations have many different records series that are organized in different ways. We can show you how to consolidate these into a single, centralized system that eliminates duplication and confusion. This presents a great chance to conduct a “merge and purge” guided by your corporate governance model.

Imaging

Converting your physical records to electronic format is an excellent way to recognize retrieval, storage and usage efficiencies. It gives you the ability to automate the process of indexing, retrieving, storing and maintaining your information. But to get the full benefit of document imaging technology, the process needs to be tied right back into your RM program. In other words, anyone can scan a document, but can they help you retrieve it after it is scanned?

And to be truly effective, the conversion has to be structured to the needs of your users if they are to accept and properly use it.

TAB’s imaging process converts your documents within your existing RM framework, and takes into account the needs of the people who will use the system on a daily basis.

Inventory Capture

Deploying an electronic tool to manage your records, whether it is RMS or ECM, isn’t simply a matter of data entry. What information goes into these tools, and how it goes in, impacts how efficiently you’ll be able to search your database. So it isn’t just what is on the folder label, but rather what is in the documents, things like creation and expiration dates, which should be put into the software to facilitate effective identification and retrieval.

TAB can conduct a complete inventory for you, approaching the project from an RM perspective. When we look at defining fields in software, we know we are looking at future use, not just a data entry project, because all of this data must have a purpose.

Merge and Purge

Organizations involved in mergers and acquisitions often have to consolidate filing systems into a single collection of records. This is best done by:

• Evaluating the organization of the collections
• Designing best practices
• Comparing the collections
• Merging files, eliminating duplicate or out of date files

By going through your collection and looking for duplicates both at the file and document level, we can make your collection as lean and efficient as possible, eliminating unnecessary storage requirements in the process.

Ongoing Management

After a Records Management program has been designed and implemented, TAB offers a number of services to keep your program current and running smoothly, including:

• File room outsourcing
• Client site management
• Near site storage

TAB outsources the management of active filing operations at the client site or at a near site TAB facility. Issues like operational costs, turnover, business focus or file room inefficiencies cause organizations to use TAB to manage active filing collections at the organizations facility or open valuable staff and collaboration space up by sending those collections to a TAB near site location.

Implementation and the Roadmap

To find out more about how the implementation elements work with the Roadmap, or to get more information on any of the above services contact your TAB rep or call us at 1-800-417-8010.