Document management outsourcing

OUTSOURCING FOR DOCUMENT MANAGEMENT

Outsourcing services have been in effect for some time, especially for business operations.  

Companies choose to outsource specific tasks for many reasons.  Sometimes, they are involved in new projects, which require additional expertise outside of their services or may be dealing with lack of support staff, need additional help for a short period of time, or are working with time constraints.  

What ever the reason, outsourcing can bring your company many benefits to your busy schedule.  If you are a small firm, outsourcing can bring you some relief in getting the project started and/or completed.  The learning curve in acquiring new skills for a specific task may cause inconveniences and encumber business activities at that time.  It is important to weight factors prior to deciding if outsourcing is right for your company. The financial commitment versus productivity can be the biggest factor.  If efficiency and productivity are a concern, will you consider this option to be worthwhile?

In regards to document management, consultants can be hired to assess your business documents, the classification system required for access and retrieval of documents, analyze the workflow, the existing system for the management of documents, and provide you with a report with recommendations. A plan for the implementation of a management program can be tailored to suit your needs and launched according to the process for delivery of the program.

There is still a significant amount of paper in most offices and some companies choose to become paperless. This requires time and knowledge of working with a software program for scanning and indexing and understanding the implications of adding new documents to the program. Document preparation, inspection and quality checks of scanned documents and post document checks, rejects and the added time involved in starting over are time consuming for the average office to commit to.  Indexing documents, which includes data entry, establishing the metadata structure for similar document types and description of documents, is part of the process, depending on the software program.  If there is a budget to hire and outsource, the conversion process is less painful. While other companies may decide to work on their own and accomplish this venture over time and train staff, if that option is best for your needs, most vendors will provide training and support with the purchase of their document software program.

The inconvenience caused to the business and to staff can be resolved in working with documents, which are not referred to as often and starting with less important files. This process can be done in batches and depending on the volume, within a reasonable time frame.  Also, some companies prefer to continue to work with paper and electronic documents and would require a system, which would handle both formats and create a relationship between these formats. This can be accomplished and many other options are available to them if they prefer to convert over time and work with a hybrid environment of both paper and electronic documents.  As a consultant, I understand the need to discuss all of the options available to you in regards to document management.   

What are some of the questions, not exclusively, you may want to ask the service provider in regards to an automated document management system?  What is the turn around time?  What is the process used to ensure quality control of documents being scanned?  What are the indexing features and the class or category for identifying business documents being used? What other features are available for searching documents when using the software program?  Access and retrieval of documents are key components to document management as well as access rights. Document management requires a good system and program to work effectively and efficiently.

Francine Renaud
Records Management Consultant
 http://www.timeouttoorganize.com/
Tel: 250-763-3988 Toll Free: 1-888-763-3988

What is the life cycle of a document?

What is the life cycle of a document?


The life cycle begins once a document is created or received in an organization to its use or distribution and then to its final stage, storage or destruction. The life cycle of documents applies to both hard copy and electronic records. The term document is replaced with the term record in this article.

"A record is recorded information, regardless of medium or characteristics, made or received by an organization in pursuance of legal obligation or in the transaction of business."

We can arrange records in three categories: active, semi-active and inactive.

The reference activity scale will help you position the record in its right place throughout the cycle. Records are assets and have value to the business. Some records may have a short lived shelf life while other records may be retained for certain period of time or permanently. Ask yourself these questions. How often do you refer to it? What is the value of the record to your organization?

The value of the record will have an impact on what you will do with the record, keep or toss, and is determined by the administrative, operational, legal, fiscal, reference, scholarly, or historic/archival purpose. Once the value of the record is zero, it is of no further use to the company.

The active phase relates to the record being consulted frequently and supports the business activities on a regular basis.

The semi-active record, which is referred to on occasion, is removed from the active phase/ files and is considered to be part of the inactive phase. It still may be kept to fulfill regulatory obligations.

The inactive record is rarely referred to. Some records will be kept for a determined period of time while others will be kept permanently. The permanent record is kept for future reference, either for legal, historical or scholarly purposes, for the entire life of the company and sometimes beyond ownership.

The selection of a classification system will ensure ease of access and retrieval of your business records for the right purpose and at the right time.

Francine Renaud
 Records Management Consultant
 http://www.timeouttoorganize.com/
Tel: 250-763-3988 Toll Free: 1-888-763-3988

Overview of Records Management

Records management is a specialized business discipline concerned with the analysis and control of records in any format. Paper records continue to make up large volumes of recorded information and add to the mix of media in most
organizations.

Major objectives are:

•Recordkeeping compliance including legal, fiscal and administrative obligations
•Timely access and retrieval of records
•Reduction of storage costs due to retention periods and disposition of documents no longer needed
Records: recorded information in any format made or received by an organization for business activities, legal or administrative.
Our benefits and solutions:

•Automated systems reduce time associated with complex document retrieval
•Compliance with legal requirements for recordkeeping reduces risks
•Ease of quick access and retrieval of documents increases productivity
•Effective systems contribute to profitability and efficiency
•Expedition of tasks which rely on timely availability reduce labour costs
•Identification of vital records and protection of records ensure recovery due to disaster
•Retention schedules help ensure what to keep and how long to keep
•Storage space is minimized due to the disposition of documents and helps reduce costs

Francine Renaud Records
Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Why and how you should manage your documents

You are on the phone with a client and you are asked to find a document. How long does it take you to find that document and other documents related to that topic or document, either electronic or paper copy? Do you have several revisions of this copy? Have you kept a copy of the last revision? Did you keep all of the revisions? Is it necessary to keep all of the drafts? Should you keep only the final approved copy and designate it as the official record kept and secured with access privileges?

Where are the documents needed for you to address a question from any outside partners, a client, a colleague, administration or the government?

Did it take you more that 15 seconds? The more time it takes, the more frustrated the situation can become and the consequences can even be serious.

What message are you sending out! Disorganization and mismanagement of documents can send the wrong impression about your business and attention may be given to the lack of good business practices.

Businesses, small and large, are responsible for their business activities and must protect their documents.
If you are organized and your documents, in any format, are easy to retrieve, the benefits are many. You avoid embarrassment, you look good in front of your clients, and your work day is less stressful. Clients value your sense of good business practices and you infuse confidence in your business relations.
If any government body is requesting any document, especially for e-discovery in case of litigation, you can feel confident about the retrieval of all documents and avoid possible fines and penalties.

How do you resolve this dilemma? A classification system will assist you and ensure that you are following a prescribed form of access and retrieval of documents. The arrangement of your documents can be organized to suit your industry and needs for access and retrieval. The retention schedules will be the blueprint to all of your documents and will be incorporated into the classification system.

There are studies in existence, which prove that companies still own paper documents. Some documents are considered legal in paper format only. Some businesses keep only paper documents while others prefer to scan or create documents electronically. If you have electronic records, you may even print off copies from those files. A manual system or a combination of a manual and automated system is available and can tie both the paper and electronic documents to a particular business topic or function. Therefore, all documents can be found with ease.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Start up of a new business documents

As you begin to embark in the start up of a new business, your documents are a valuable asset to your company. Not only do they document your business transactions and activities, they contain vital records which are crucial to the recovery of your business in case of any disaster. Other documents may have a legal, fiscal or historical value and must be kept for certain periods of time. Companies must be responsible for access to their documents and must be compliant with legal recordkeeping requirements , no matter the size of the company.

It is important to consider organizing your documents as quickly as possible if you are to access the records effectively, in a readable format and in a timely manner.

Paper records continue to thrive in most offices. Even though many companies work with electronic records, paper documents are a result of documents which originate in hard copy for various reasons or are printed from electronic records.

When starting up, many of us do not realize how quickly we accumulate records. A record is recorded information in any format. This can become a serious problem even within a year of the start up of your business.

Tracking and easy access to your documents will depend on the system you implement. It is important to identify the documents according to your business functions, select a classification system suited to your industry for filing purposes, either for paper based and/or electronic records, and store your documents, onsite or offsite. More to come on storage in the near future.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Business Management Solutions in Kelowna

Business Management Solutions

Computerized Business Document Management Systems

At Time Out to Organize we have found that any business, small or medium size, can benefit from an automated system.  

Various levels of automation software programs exist and can be applied to meet a partial or full records management program.

Paper based documents continue to be a part of the workplace environment as well as electronic records.  For the more complex and difficult retrieval of records, automation is recommended.   

A consultation on various tools for automation and the level of implementation needed for your records management program is available upon request.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Retention and Disposition Schedules in Kelowna

Records retention schedules will provide you with the blueprint to your documents.

We will provide you with a timetable of how long to keep or when to dispose of your business documents.

This will ensure that legal, fiscal, historical and administrative recordkeeping requirements are met.


Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Storage and Security in Kelowna

Safety and security measures are an important aspect of the management of corporate records for long term retention.

Offsite storage in a records center provides conditions which are suitable for the safety and integrity of the records kept for longer periods of time.  Records which need to be safeguarded from damage or disasters are preferably stored in record centers or other offsite locations.

Access privileges to records can be ascertained and the process for password access or other security measures can be coordinated with the retention and disposition schedules.  Archived records, in any format, must be available to be read for future consultation in case of litigation or other legal obligation.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Identification of vital records

Vital records are indispensable for the continuity of mission critical operations and business activities. Their information is extremely valuable for the recovery of business due to damage, loss or disaster.  Identification and their business value will be established during the assessment period. Guidelines will be provided for storage and retrieval. 

Filing and Classification system

Effective classification system and standardized filing rules enable staff to be consistent in filing and speeds up access and retrieval of specific documents required for any business activity and reduces the risk of loss or misfiled records.  After the initial assessment, a classification system is designed to reflect the nature of your business and industry.   

Classification system is used to analyze and determine the subject content and selection of subject category for indexing and filing.

Are your valuable records organized?

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Records Management Implementation in Kelowna

Assessment of client needs

This is a fact finding process and is an essential first step.

The process for implementation of the records management program begins with the assessment of the overall operations and how records are being managed. It is important to understand the client's problems and present situation with any system being used for a records management program.  Consultation with our client will assist in this process and ensure that the business functions and activities are clearly defined.  Throughout the implementation process, written reports and guidelines will be provided.


Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Professional Organizer for Business in Kelowna

At Time Out to Organize we specialize in organizing the small office/home office (SOHO).  After our initial assessment, we will provide you with a customized filing system according to your home based business activities and functions.

As the business grows, we can take you to the next level of efficiency and offer you a complete assessment of your business needs and implement a records management program specific to your industry. 

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Records Management in Kelowna

Overview of Records Management

Records management is a specialized business discipline concerned with the analysis and control of records in any format.

Major objectives are:
•    Recordkeeping compliance including legal, fiscal and administrative obligations
•    Timely access and retrieval of records
•    Reduction of storage costs due to retention periods and disposition of documents no longer needed

Records: recorded information in any format made or received by an organization for business activities, legal or administrative.

Our benefits and solutions:
•    Automated systems reduce time associated with complex document retrieval
•    Compliance with legal requirements for recordkeeping reduces risks
•    Ease of quick access and retrieval of documents increases productivity
•    Effective systems contribute to profitability and efficiency
•    Expedition of tasks which rely on timely availability reduce labour costs
•    Identification of vital records and protection of records ensure recovery due to disaster
•    Retention schedules help ensure what to keep and how long to keep
•    Storage space is minimized due to the disposition of documents and helps reduce costs

Program
Records & Information Management program
                  
The records management program consists of the systematic analysis and control of records during the information life cycle of documents, in any format. 

A consultant will implement the level of records management program suited to your business operations and train staff on how to use the system.

The structure of the program will assist the client in managing their records effectively and meet the legal and administrative obligations.  Access and retrieval of records in a timely manner are essential for any business activity and increase productivity and efficiency.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

About Francine Renaud

After earning my degree at the University of Concordia, Montreal, I returned to study Library and Information Sciences and worked for many years as a Librarian for the government and private sectors. After moving west, I obtained a Certificate in Records and Information Management and while in Calgary I honed my skills as a Records and Information Management Specialist. Since I have lived in Kelowna, I continued to work with document management and information sciences as a Librarian. I participated actively as a volunteer for professional associations and for community events such as volunteering for the Cancer Society.

My passion for organization has been a major catalyst in my life. No matter what type of system you have, I can organize it for you.

For example, I have set up two documentation centres for the private sector. I organized and indexed material to ensure easy access and retrieval of records within an automated environment. I planned the space for the collection and housed the documentation according to the classification system for ease of finding material. Subscriptions to commercial databases improved the ability to research documentation.

Another major project for the provincial government consisted of organizing and implementing of a new circulation system online which enabled ease of access to all documentation with many features in assisting the staff to manage the circulation of all items. Training of staff was successful in working efficiently with the program.

I am a member of Kelowna Toastmasters and Kelowna Women in Business. I have trained staff on how to research and I have presented seminars and workshops, onsite and for distance learning. I am able to teach you and your staff how to search for documents and/or information on a manual or automated system.

Organizing and problem solving are not just my profession it is part of who I am. As a records management consultant, I work with small to mid size company and as a member of the Association of Professional Organizers in Canada, my skills in working with solutions to organizing lends itself to working in the specialized area of what is referred to as SOHO, Small Office Home Office.

At Timeout to Organize we specialize in business records and document workflow management, privacy compliance, paper based, electronic records and retention and disposition schedules

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
Toll Free: 1-888-763-3988

Can you find your files in a timely manner?

What challenges do you have at your workplace when retrieving key documentation?
Are you satisfied with the system in which you access and retrieve your key documents?
Are you compliant with legal, fiscal and administrative recordkeeping requirements? Do you know what to keep and for how long?
Are your vital documents protected in case of disaster recovery?


At Timeout to Organize, we work with small to midsized businesses that are challenged with access to their documentation in a timely manner and help them avoid facing embarrassing legal issues.
Compliance to recordkeeping laws and regulations apply to corporations no matter the size of the business.
Our clients are required to have valuable documents organized for quick access and retrieval so that they can make better business decisions, respond to queries and ongoing activities and for the recovery of vital business documents in case of disaster.

Retention and disposition schedules for legal requirements or liability, tax purposes and administrative obligations determine how long to keep or to dispose of those records.
This is part of an efficient records management program.

Are your business records organized?

At Timeout to Organize we specialize in business records and document workflow management, privacy compliance, paper based electronic records and retention and disposition schedules.

What our clients like is that we have 20 years of experience in document management, computerized document retrieval and organization.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/Tel: 250-763-3988
Toll Free: 1-888-763-3988