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September 2007
 DID YOU KNOW?90% of all information is still retained on paper. Source: Gartner |
In this issue:
Dear Records Manager,As the benefits of document imaging become more widely recognized, many organizations are realizing that imaging is something they need to do. Some, however, are discouraged when they see how complex and involved the process document conversion can be. But the potentially overwhelming nature of document conversion shouldn't prevent you from reaping the benefits of going digital, and so this month we've got a new TAB Whitepaper that is a don't miss for anyone thinking of imaging. In it you'll find everything you need to know for planning a document conversion so you can get started! This month we've also got another excellent case study for you that details how TAB helped Banner Life, a leading insurance company, create space for staffing growth by consolidating their various file collections into one central filing room. We're always interested in what our readers think, so if you have any feedback, please let us know! Regards, TAB Whitepaper: Planning a Document Conversion
We'll look in depth at:
To find out how to plan your document conversion, you can download the full whitepaper here. TAB Case Study: Banner Life Insurance Company
The Information TAB consultant Kimberly Stephens and her team met with Janet Jacobs (Corporate Services Manager) and her colleagues at Banner Life to compile all the relevant information and create a complete picture of the file consolidation. During this process a bigger picture emerged that would affect the way TAB designed the consolidation plan and Banner Life's imaging program impacted the final design plan significantly. They realized that their current imaging policy (in place since 2001) of imaging all new business would help them achieve their goal of eliminating the need for a physical fileroom in five years time. Since the inception of their imaging program, they have not had a need to create new paper files. These factors would significantly affect the amount of room the consolidation could provide. Plan As Banner Life had been imaging since 2001, all expired policy files that were created prior to 2001 and hadn't been imaged would be archived. The remaining files would then be consolidated and placed back in the storage units in sequential order. The lynch pin in the purge/consolidation plan was TAB's FileTracker software program, which was used to create barcodes for every one of the 122,000 termed files, and would ensure that every file was accessible during and after the move. Additionally, the data created by TAB's methodology was provided to Banner Life's offsite storage provider, allowing a seamless transfer of archived files. Part of the process also involved the TAB team designing a new file room, using as many of the existing storage units as possible. Two file rooms would be merged into one room that could accommodate two existing mobile systems, as well as a new one created with existing static shelving. The TAB team would disassemble, move, and reassemble the two mobile systems already on site. Execution After sampling the existing database of expired policy files for accuracy, the data was then uploaded into FileTracker, which allowed the TAB team to complete an audit of all 122,000 termed files, attaching a barcode to every one. Those files were then scanned into boxes, using the off-site storage vendor's barcode identifier, providing a useful cross check before they were sent off site. FileTracker was used to create weekly reports of these boxes for both Banner Life and the offsite storage vendor, so everyone knew where every file was at all times. When the offsite vendor came to pick up the 50 to 100 boxes that were being sent out every day, they could use the FileTracker data to populate their own inventory program. The files that remained were then consolidated in sequential order into the newly configured file room. Results When the TAB team had completed their work, Banner Life was left with only those policy files that they needed. All of the other files, created prior to 2001 and expired, were sent offsite. Because Banner's up to date, purged file system could fit into the new room, they had created enough space for their projected growth in staff. Making Space TAB was pleased to help Banner Life make room for staffing growth that would help them continue their success. By purging and consolidating their entire collection, Banner Life had not only freed up valuable square footage at a time when their growth required it, but they had made their information retrieval system much more efficient. And because TAB had seamlessly completed the project on time and on budget, their operation hadn't missed a beat during the entire process. As Janet Jacobs puts it, "We made room for staffing growth when we absolutely had to and we are very happy with the way TAB handled the project. Kimberly and the TAB team were completely involved and totally responsive to our concerns." If you would like more information on how TAB can help you create space and improve access to information through a consolidation of your file collection, contact us. Don't Miss TAB at ARMA 2007!
And don't forget, you will have a chance to win a Free Flash Drive for attending one of our seminars! Draw will take place during each seminar.
Seminar Schedule Sunday October 7 For complete details on the ARMA 2007 conference, click here. Get Your Files Ready for 2008 Now!
FILELAW UPDATE: Keep Your Retention Schedule Current
Published by TAB in partnership with Carswell Publishing, FILELAW is a data base which is updated quarterly with Canadian federal and provincial laws that have records retention requirements. If you want the confidence you need in order to confidently defend your program and their practices, then access to the current version of FILELAW is critical. A look at some of the updates in the FILELAW Quarterly Report Edition 3 Autumn 2007 illustrates just how beneficial this information can be in keeping you current. Our latest version of TABQUIK, our labeling software that allows you to produce colour-coded labels on demand, TABQUIK 7 provides you with an even easier and more efficient way to colour-code files and other media for timely organization and retrieval. Federal Acts Manitoba New Acts New Legislation for B. C. For a more detailed look at FILELAW's capabilities, features and specifications, click here. Or, if you are seeking assistance to develop or audit your records retention schedule, call or email Bob Duncan, Vice President Consulting & Outsourcing Solutions and he can help you with your compliance program at bduncan@tab.com or (403) 219-0711, Ext. 5230. E-discovery: Keep that EmailWhen a recent study found that businesses with more than 1,000 employees are averaging 37 legal discovery requests a year, 37 business requests, 25 audit requests, and more than 100 requests per year from end users, people took notice. E-discovery isn't going away, and it means that proper records management practices are more important than ever. Click on the link to read the full article on how e-discovery is having an increasingly greater effect on the way we look at managing email. Legal Issues Pushing RM GrowthThe records management industry is expanding rapidly, driven by the increasing concern of organizations everywhere with legal and compliance issues. In fact, this concern has helped keep content management in the "top 10" items of CIO's across North America, according to a recent study. For an excellent article analyzing this growth including recent statistics and dollar figures, click here. Winners Security Breach Could Have Been AvoidedA massive security breach that posed a serious potential to millions of Canadian credit card users could have been avoided, but inadequate safeguards were in place, a joint investigation by Canada's and Alberta's privacy commissioners has found.
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