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