July 2010: In This Issue
- Download Highlights - The Top Three From 2010 »
- How to Properly Store Large Documents »
- Jeter Records Management System - A City Realizes Efficiency and Compliance Benefits »
Dear Records Manager,
In this issue, we've put together the top three downloads so far from this year. This is a great chance to catch up on what you've missed or to expand your resource library!
We also have a great video on large document storage, where you will learn everything from developing a proper filing system to proper storage equipment and techniques.
We value your feedback. If you have any questions, or want to discuss any of the issues raised in this newsletter, please get in touch!
1. Download Highlights: The Top Three so far in 2010
In each edition of OnRecord, we offer our readers a free downloadable resource. Our experts use their knowledge and industry know-how to create dynamic and original content to help you meet whatever records management challenges you may be facing.
Here's what's been the most popular so far in 2010:
Toolkit: Managing the Mix of Paper and Electronic Files
The reality for most records managers today is that any organization’s file collection is now hybrid mix of paper and electronic files. So what is the best and most efficient want to manage both types of records at the same time and in the same environment?
We’ve created this toolkit to help you meet these new challenges in the “hybrid environment”. You’ll get the following resources:
Download the entire toolkit here!
- Tool 1: Tips for Managing Electronic and Paper Files in the Hybrid Environment
Applied as part of a comprehensive records management solution, the techniques and tools discussed here can help your organization thrive in both the paper and electronic worlds, bringing the two together in one value add for your organization's business.
- Tool 2: Disaster Recovery and Vital Records in a Hybrid RM Environment: A Risk Management Action Plan
This tool looks at risk management in terms of collections that mix paper and electronic records, detailing 7 steps for assessing risk in this environment and creating a plan to protecting your vital records.
- Tool 3: 5 Tips for Selecting and Implementing RM Software in the Hybrid Environment
Looking for a software solution to handle both paper and electronic docs? We've put together five tips to help you select and implement software in the hybrid records management environment.
- Tool 4: Enterprise Content Management vs. Records Management Software: What's the Difference?
The marketplace is full of software that will manage your records content, improve information access, as well helping with risk management, compliance and any potential discovery process, but the options can be confusing. This resource will guide you through the basics of ECM vs. RMS and help you select which is right for you.
Records Retention Toolkit
It is vital for your records retention schedule to be based on accurate information and requirements. If not, you risk exposing your organization to unnecessary business and compliance threats and miss out on improved access and space saving benefits. This toolkit will help you develop and implement the right retention schedule for your organization. You’ll get:
These tools will help you:
- Tool 1: Records Retention Starter Kit
- Tool 2: Myth Busting: A Records Retention Action Plan
- Tool 3: Taking the Risk out of Records Retention
Download the toolkit here!
- Understand the basics of records retention
- Understand where you should focus your retention efforts
- Design and implement the retention program you need
- Reap the benefits of records retention
File Classification Made Easy
Is your filing system falling short? Is it taking too long for employees to get the information they need?
If so, we have a great resource for you. We’ve put together six simple and easy to follow steps to help you put the right classification system in place. You will learn what classification is, why it is important and how to:
Get this resource here!
- Find the best way to start categorizing your files
- Simply subdivide your categories
- Keep your system consistent
- Build a "retention friendly" filing system
- Use codes to make it easy to find files
- Deploy color coded files to cut retrieval time
When it comes to storing large documents such as maps and plans, making sure that they are easy to access while protecting them from damage can be a challenge. So what's the answer?
You need to have the right system and methodology in place. We’ve put together a step-by-step video which shows you how to make storing large documents simple! You’ll learn everything from developing the proper filing system and labeling best practices to proper storage equipment and techniques.
Watch the Large Document Storage video here.
The small staff at Rancho Santa Margarita’s City Clerk office is all about the bottom line and efficiency. They image and track all their business documents using Jeter’s records management software (formerly SmeadSoft) and Jeter is helping them expand their system city-wide. Not only is it helping them find and share information more quickly, but it is also allows them to be compliant with public disclosure regulations!
Read the full story here.