TAB helps to organize, access and manage your critical documents and records by combining the best records management products and services with our

Transcription

1 2016 Kurt Thies

2 TAB helps to organize, access and manage your critical documents and records by combining the best records management products and services with our knowledge and experience.

3 About TAB Over 60 Years of Records Management Experience Offices in every major city across the US and Canada More than 70% of the Fortune 100 rely on TAB s products and services Converted millions of paper documents to electronic using best in class imaging products and processes Over 40,000 active mobile shelving systems installed in North America Successfully relocated over 7500 customers filing systems that have contained over 20 million records World s largest specialty folder manufacturer, manufacturing over 250,000 folders a day

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11 Find Files Fast Track the location of every folder in your filing system, whether it s in the file room, on someone s desk, or in offsite storage. Easy Search: As easy to use as Google, users can instantly locate and determine the status of paper file folders, groups of folders and storage boxes. Automated File Requests: Users can ask for files right from their desk or the field, and receive automatic status updates. Eliminate Lost Files: TAB FusionRMS automatically tracks files and maintains detailed usage histories.

12 Get Compliant Helps you reduce compliance risks associated with physical records. Reten%on: Automa?cally applies records reten?on schedules and final disposi?on based on preconfigured business rules. Classifica%on: Your classifica?on system is automa?cally applied to files and documents. Audit Trail: Complete file history reports including users, loca?ons, and any changes made along the way.

13 BeOer Management Managing the physical records lifecycle has never been easier. File Requests: Users can request files from their worksta?ons and receive automated alerts if a file is in use, or has been requested by another user. File Tracking: Keep track of the loca?on of every folder, whether it s in ac?ve storage, checked out by personnel, or has been moved to inac?ve storage. File Reten%on: Your reten?on schedule is automa?cally applied to all files in your system.

14 Faster Access with Color Coding Color- coded filing systems are one of the main tools that can help an organiza?on manage and use records with op?mal legal compliance, risk management, and ROI. What began as a simple visual aid for machine readable compu?ng cards can also ensure the smooth opera?on of the increasingly complex machine that is human business ac?vity.

15 Paper Migra?on

16 Tradi?onal ROI for RM A recent survey of OnRecord readers iden?fied three main sources of hard and sox dollar return on investment for records management ini?a?ves: Savings on physical storage space Staff produc?vity gains Reduced risk exposure

17 The Days of Hybrid RM Physical records are stored and accumulated Records Management is about file retrieval Electronic systems and processes are being introduced State of transi?on Informa?on becoming more accessible

18 Indexing is Essen?al for Retrieval

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26 Paper Migra?on: Making Informa?on Accessible

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34 Holis?c Solu?on: Ecosystem Indexing Imaging System of Record TAB Quick Shelving

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48 Classifica?on Metadata Inventory

49 Classifica?on Metadata Inventory Policy Reten?on Holds

50 Classifica?on Metadata Search Retrieval Tracking Disposal Inventory Policy Process Reten?on Holds

51 Classifica?on Metadata Search Retrieval Tracking Disposal Inventory Policy Process Physical Digital Reten?on Holds Unstructured Ac?ve Inac?ve Structured

52 Records and Informa?on Management: Confidence in Inventory Classifica%on & Indexing Complicated Intui?ve Searching Complicated Intui?ve Access Complicated Intui?ve

53 Records and Informa?on Management: Confidence in Policy Reten%on & Disposi%on Inconsistent Consistent Legal Holds Inconsistent Consistent Ability to Respond to Audits Inconsistent Consistent

54 Records and Informa?on Management: Confidence in Processes Accurate Inventory of all Records: Inefficient Efficient Tracking: Inefficient Efficient Repor%ng: Inefficient Efficient

55 Informa?on Access Progression Physical Storage Physical Process Digital Storage Digital Process

56 The Storage Value Prop Storage & Retrieval

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62 Digital Migra?on Data is more accessible when electronic Leverages technology Easier to store YET MOST COMPANIES LACK A MIGRATION STRATEGY

63 Digital Migra?on 1 Stop sending physical files to storage: - Star?ng recurring storage cycle - Avoiding indexing opportunity - Immediately less accessible - Crea?ng cost barrier to dispose

64 Digital Migra?on 2 Indexing and Classifica%on - Standardized iden?fica?on - Facilitates search & retrieval - Allows value assessment - Apply Reten?on / Holds

65 Digital Migra?on R R R R 3 Apply Reten%on / Dispose - Iden?fy Holds - Destroy what is eligible - Archiving is a form of disposal - Consistency is key

66 Digital Migra?on 4 Apply Reten%on / Dispose - Iden?fy Holds - Destroy what is eligible - Archiving is a form of disposal - Consistency is key

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